Forms Email Actions

What You'll Learn

You'll discover how to configure Email Actions on form elements to automatically send emails when a form is submitted. This includes sending fully customized emails with dynamic content pulled from form fields, as well as basic notifications containing all submitted form data.

What are Email Actions?

Email Actions are rules that automatically send an email when a user submits a form. You can send a custom email with personalized content and recipients, or a basic notification that includes all submitted form data.

Common use cases include:

• Sending order confirmations to customers after purchase
• Notifying project managers when budgets are approved
• Alerting sales managers when new leads are submitted
• Sending welcome emails to new user registrations
• Triggering approval workflows for submitted requests

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Note

Email Actions send on form submission. To trigger data changes on submission, use Record Actions. To control where users go after submitting, use Form Submit Actions.

Adding an Email Action

1. Navigate to the Pages section of the Builder and click on a form element to open the form editor
2. In the settings panel, select Email Actions
3. Click + Action to create a new Email Action
4. The Add Email Action dialog opens with configuration options

Email Action Types

When creating an Email Action, choose between two types:

Send a Custom Email

Provides full control over your email content, sender, and recipients.

Sender Configuration:

• Sender's name — Who the email appears to be from. Can include form field values.
• Sender's email — The sender's email address. Can include form field values.

Recipients:

• To/CC/BCC/Reply-To — Choose the recipient type from the dropdown
• Custom or Field — Use a custom email address or pull from a form field
• + Recipient — Add multiple recipients with different types

Email Content:

• Subject — The subject line. Can include form field values.
• Message — Use the rich text editor to create formatted email content. Supports bold, italic, underline, heading styles, and field value insertion.

Send an Email Notification

A simplified option that sends a basic notification containing all submitted form data.

• Add one or more recipient email addresses
• No customization of sender, subject, or message content
• Automatically includes all form field data in a standard format
• Ideal for internal notifications and backup records of form submissions

Inserting Field Values into Emails

Both email types support inserting form field values into the email content. Field insertion buttons are color-coded for easy identification.

You can insert field values into:

• Sender's name and email
• Subject line
• Message body
• Recipient fields (to send to an email address submitted in the form)

There are also four template variables available for the message body:

• Record ID — The internal ID for the record. Useful for adding a link to view or edit the specific record.
• Page URL — The URL for the form where the email is originating from.
• Parent Page URL — The URL for the form's parent page, if one exists.
• Payment Summary — A summary of the payment when e-commerce is enabled on the form.

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Note

HTML can be added directly to a custom email message body for additional formatting options.

Setting Conditions

Control when an Email Action is triggered by adding conditions. By default, the action runs on every form submission.

Select + Condition to add criteria that must be met for the email to send. All conditions must be true for the email to trigger.

Common examples:

• Send approval emails only when Status is "Approved"
• Send different emails based on user type or category
• Trigger emails only for orders above a certain amount

Managing Email Actions

Editing an Email Action

1. Open the form editor
2. Select Email Actions in the settings panel
3. Click on the action to open its settings
4. Make your changes and click Save Changes

Copying an Email Action

Use the copy icon to duplicate an existing Email Action. The copy has identical settings and can be modified independently. Useful for creating similar actions with slight variations.

Deleting an Email Action

1. Open the form editor
2. Find the action in the Email Actions panel
3. Click the trashcan icon in the top-right corner of the action
4. Click Save Changes to confirm

Notes and Troubleshooting

Emails not sending:

• Check that all required fields are properly configured
• Verify recipient email addresses are valid
• Ensure conditions are set up correctly
• Check whether a Record Action is changing a field value that the email condition depends on — emails are not sent until all Record Actions have completed

Field values not appearing in the email:

• Verify field insertion buttons were used correctly
• Check that the referenced fields exist in the form
• Ensure field names haven't changed since the email was set up

Formatting issues:

• Preview emails with test data before going live
• Check rich text formatting in the editor
• Verify field insertions display properly in different email clients

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Note

Record Actions configured to send custom emails do not have access to email delivery history.

Next Steps

• Record Actions — Automate data changes when a form is submitted
• Form Submit Actions — Control where users go and what message they see after submitting
• Display Rules — Show and hide form fields based on conditions