Form notifications

The Notifications tab in Forms allows for greater control of which form notifications (both in-app and email) are sent, and what the content of email notifications will be. When creating or editing a Form, click the Notifications tab to access the options described on this page. For end user information about form notifications, see Form alerts.

All of the customizable notification options can be turned on or off via checkboxes. Users cannot opt out of receiving enabled form emails or alerts. If notification emails are turned off for actions such as reviewer reassigned or workflow changed to final status, the emails will also be turned off for these actions when they are done in bulk.

The Forms > Notifications tab allows for customization of many form notifications, but not all of them. Some notifications - such as emails that are sent when notes or comments are added on form entries - are not customizable.

Form notifications summary

Form changes not listed in the table do not trigger in-app or email notifications. Examples of these changes are edits to form fields, workflow, and messaging; or forms or entries being archived or deleted. Changes and the users that made them can be viewed in the form activity when editing a form, or the activity card when viewing an entry.

Edit notification emails

Each notification email type has default subject and message text. In the Notifications tab when editing a form, click in the Subject or Message fields to edit the copy, and click Save when you are done.



Each email type has variables that can be included in the email subject or message, such as the form name, the submitter's name or the date submitted. Variables are terms that can change depending on the context of the email notification.

In this example, the variables are [Person who changed status] and [Status]:

To see what variables are available on the email you are editing, type a left square bracket "[" in the Subject or Message field, and the variable options will appear in a dropdown.


Typing a square bracket [ in the Message field brings up a menu of possible variables that can be added to the email.

The available variables and default settings are listed under each notification type below.

Send test email

The form creator can send a test email for each type of email available on the Notifications tab. If you have been editing the email message or options, save your changes to be able to send a test email. By default, the test email is sent to the email address associated with the account of the user editing the form. When you click Send test email, a pop-up will appear showing the default email address. To change the email address, delete the current address and type in a new one.

Reset email

Clicking Reset on any of the emails will reset its subject and message text back to the default. Click Save after you click Reset to confirm that you want to Save the email with the default text. If you clicked Reset by mistake, click Cancel to restore changes that were previously saved.

Notifications to form submitter

Confirmation

This notification email is sent to the form submitter to confirm that they have submitted a form entry.

Default: Email enabled

Available variables: Assigned reviewer, Date submitted, Status, Form entry title, Form name, ID

Workflow: final status

Notifications to form reviewer

Entry submitted

This notification is sent to the reviewer(s) who have been assigned to the initial status (when a form entry is submitted). You can select which reviewers get notified for the initial status in the Workflow tab of the form.

Choose whether to send in-app alerts, emails or both to reviewers when an entry is submitted. Select the checkbox Include form entry data in the email message to include the contents of the form entry in the email to the reviewer.

Default: In-app alert and email are enabled and are sent to the initial reviewer

Available variables: Person who changed status, Assigned reviewer, Submitter name, Date submitted, Status, Form entry title, Form name, ID

Status changed

This notification is sent to reviewers when the status changes on a form entry. You can select which reviewers get notified for each status in the Workflow tab of the form.

Default: In-app alert and email are enabled

Available variables: Person who changed status, Date submitted, Status, Form entry title, Form name, ID

Reviewer reassigned

This notification is sent to a reviewer when a form entry is assigned to them. Choose whether to send in-app alerts, emails, or both when a reviewer is reassigned.

Default: In-app alert and email are enabled

Available variables: Person who changed status, Submitter name, Date submitted, Status, Form entry title, Form name, ID

Entry updated

This notification is sent to either the current assigned reviewer or all reviewers when a form entry is updated. Choose whether to send in-app alerts, emails, or both when an entry is updated. Select the radio buttons to choose whether alerts and emails go to the current assigned reviewer or to all reviewers.

Default: In-app alert and email are enabled for the assigned reviewer

Available variables: Person who updated form entry, Date submitted, Status, Form entry title, Form name, ID

Workflow: form overdue

This notification is sent to a reviewer when a form entry assigned to them is overdue. Choose whether to send in-app alerts, emails or both to the assigned reviewer when an entry is overdue. In-app alerts are sent once only when the entry becomes overdue. Emails are sent once a day until the reviewer deals with the form entry. The in-app alerts and emails can't be enabled or edited if a maximum time is not set in the Workflow tab.

Default: Once a Maximum time is set in the Workflow tab, in-app alert and email are enabled

Available variables: Submitter name, Date submitted, Status, Form entry title, Form name, ID