How to Set Up Email Notifications

Jotform’s Notification Emails help you stay on top of form activity by alerting you whenever someone submits a response. Whether you’re managing customer inquiries, registrations, orders, applications, or internal requests, these notifications make it easier for individuals and teams to review submissions, keep the right people informed, and respond without delay.

Creating Notification Emails with Email Copilot

Whether you’re building a new form or updating an existing one, you can use Email Copilot to quickly create Notification Emails with AI-generated content based on your prompt and form fields. Here’s how:

1. In Form Builder, in the orange navigation bar at the top of the page, click on Settings.

2. Now, in the menu on the left side of the page, click on Emails.
3. If your form has an existing Notification Email or Autoresponder Email, click on Add Email in the Emails section on the right.

4. Then, in the Describe Your Email Prompt box of the New Email section, describe the content, style, format, and other details you want for your Notification Email, or click on one of the buttons below it to use a predefined prompt.

Here are some example prompts:

• Create a Notification Email for new orders that summarizes all submitted responses in a clean, organized layout with blue accents. Set the Recipient to orders@example.com.
• Create a Notification Email for new registrations that summarizes the registrant’s submitted responses in a clear, structured layout with green accents. Set the Email Subject to New Registration Received.
• Create a Notification Email for new applications that summarizes the key responses and uses a simple, modern layout with purple accents and visual dividers. Set the Reply-To Email to the Contact Email Address field.

5. To use an image as additional context for your prompt or include it in the notification email, click on Upload in the bottom-left corner of the Prompt box, and then select one from your device.
6. If you’d rather use voice for your prompts, click on the Microphone icon on the right side of the Prompt box, and then allow permission for your browser to access your device’s microphone.

7. Once you’re done, click on Generate.

8. Now, under the Email tab of the generated Notification Email, in the Subject field, enter the subject line you want for the notification emails.
9. Next, in the Recipients field, enter the email address you want the Notification Emails sent to.
10. To include a field value in the subject line, click on Fields on the right of the Subject field, and then select a supported field.
11. To set up who’ll get the emails, click on CC or BCC on the right side of the Recipients field.

12. Then, enter the recipient email address in either the CC or BCC field. CC sends the email with all email addresses visible, while BCC hides them from one another.

13. In the email editor, click on the heading, sentence, or paragraph you want to change, then in the menu that appears below it, select one of these options:
    • Rewrite — This generates a new version of the selected text while keeping its meaning.
    • Make Shorter — This generates a shorter version of the selected text.
    • Make Longer — This generates a longer version of the selected text with more detail.
14. To manually customize the email content, use the tools at the top of the editor to format and align text, add links, images, or tables, insert form field values, or edit the HTML source.

15. Now, under the Attachments tab, configure these settings:
    • Send File Uploads as Attachments — Toggle this on to attach files uploaded through your form to the notification emails.
    • Attach PDF — Toggle this on, then below it, tick the box next to a PDF Document option to attach that PDF version of the submission to the notification emails, or tick the box next to Select All to attach every available version.
      • Enable PDF Password — When Attach PDF is enabled, toggle this on and then below it, enter the password you want to set for the attached PDFs.

16. Then, under the Advanced tab, set up these settings:
    • Sender Name — Click on the Downward Arrow icon, and then in the Dropdown menu, select a supported field to have its value appear as the sender of the notification emails.
    • Sender Email — Keep the default sender email selected, or click on the Downward Arrow icon and, in the Dropdown menu, select a custom sender email you’ve already set up for your account. You can also click on Manage Sender Emails on the right to open your Account Settings in a new browser tab to set one up. Check out our guide on How to Set Up a Custom Sender Email with SMTP to learn more.
    • Send Email Automatically — Untick the box next to When a Submission Is Received or When a Submission Is Edited to stop sending notification emails for that event.
    • Update Email — Toggle this off to prevent the email content from updating automatically when you edit the form.
    • Reply-To Email — Click on the Downward Arrow icon, and then in the Dropdown menu, select an Email field to use its submitted value as the default reply-to email address for the notification emails.

17. Next, scroll down to Hide Empty Fields and toggle it off to include unanswered form fields in the notification emails.
18. Once everything’s set, click on Save Email.

That’s it! You’ve successfully created and configured your Notification Email with AI-generated content based on your prompt and form fields.

Creating Notification Emails Manually

Whether you’re building a new form or updating an existing one, you can manually create Notification Emails and configure their recipients, content, and settings. Here’s what to do:

1. In Form Builder, in the orange navigation bar at the top of the page, click on Settings.

2. Now, in the menu on the left side of the page, click on Emails.
3. If your form has an existing Notification Email or Autoresponder Email, click on Add Email in the Emails section on the right.

4. Then, in the New Email section, click on Notification Email.

5. Now, under the Email tab of the new Notification Email, in the Subject field, enter the subject line you want for the notification emails.
6. Next, in the Recipients field, enter the email address you want the Notification Emails sent to.
7. To include a field value in the subject line, click on Fields on the right of the Subject field, and then select a supported field.
8. To set up who’ll get the emails, click on CC or BCC on the right side of the Recipients field.

9. Then, enter the recipient email address in either the CC or BCC field. CC sends the email with all email addresses visible, while BCC hides them from one another.

10. In the email editor, customize the content of the notification emails. You can use the tools at the top to format and align text, add links, images, or tables, insert form field values, or edit the HTML source.

11. Now, under the Attachments tab, configure these settings:
    • Send File Uploads as Attachments — Toggle this on to attach files uploaded through your form to the notification emails.
    • Attach PDF — Toggle this on, then below it, tick the box next to a PDF Document option to attach that PDF version of the submission to the notification emails, or tick the box next to Select All to attach every available version.
      • Enable PDF Password — When Attach PDF is enabled, toggle this on and then below it, enter the password you want to set for the attached PDFs.

12. Then, under the Advanced tab, set up these settings:
    • Sender Name — Click on the Downward Arrow icon, and then in the Dropdown menu, select a supported field to have its value appear as the sender of the notification emails.
    • Sender Email — Keep the default sender email selected, or click on the Downward Arrow icon and, in the Dropdown menu, select a custom sender email you’ve already set up for your account. You can also click on Manage Sender Emails on the right to open your Account Settings in a new browser tab to set one up. Check out our guide on How to Set Up a Custom Sender Email with SMTP to learn more.
    • Send Email Automatically — Untick the box next to When a Submission Is Received or When a Submission Is Edited to stop sending notification emails for that event.
    • Update Email — Toggle this off to prevent the email content from updating automatically when you edit the form.
    • Reply-To Email — Click on the Downward Arrow icon, and then in the Dropdown menu, select an Email field to use its submitted value as the default reply-to email address for the notification emails.

13. Next, scroll down to Hide Empty Fields and toggle it off to include unanswered form fields in the notification emails.
14. Once you’re done, click on Save Email.

That’s it! You’ve successfully created and configured your Notification Email, including its recipients, content, and settings.

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