How to Set up a Send Email Element in Jotform Approvals

The Send Email element allows you to send an email to anyone at any point in your flow. You can notify the requestor when their request has been approved or denied, or notify people who aren’t part of the approval process but would like to hear about the end result of the request. 

From the Approval elements, drag and drop the Email element to the flow canvas.

Click on the Mail icon next to the Email element to configure it. You’ll see three tabs: Email, Recipients, and Advanced.

Email Tab

This is where you can change and personalize the Email Subject and customize the Email Content.

Recipients Tab

Here, you can change the Sender Name, Reply-to Email, and the Recipient Email. 

The Reply-to Email should be your email address, your colleagues, or whoever is tasked with responding to emails when someone replies after their approval/denial. 

If you wish to send an email to the requestor, select Recipient Email as the email field. Otherwise, enter the email address of the recipient. 

Advanced Tab

In the Advanced tab, you can send uploads as attachments, attach submission as PDF document or attach a file. The system accepts PDFs, image files, or Word files. Note that you can only attach one file to an email. 

If you scroll down, you may also find an option to Hide Empty Fields or to change the Sender Email. The default is noreply@jotform.com, but you can add a different email if you wish.

To add a sender email address, follow the instructions from the following guides:

• How to Add a Custom Sender Address to an Email Alert
• How to Set up SMTP for a Form

Test the sending email by clicking on the Test Email button at the bottom right side of the window. Otherwise, click on the Save button to finish.