How to Set Up an Autoresponder Email

Jotform’s Autoresponder Emails help you automatically send pre-written emails to people after they submit your form. Whether you’re confirming registrations, acknowledging requests, sending order details, sharing files, or following up with customers, autoresponder emails make it easier to provide timely information, personalize your messages, and reduce the need for manual follow-ups.

Creating Autoresponder Emails with Email Copilot

Whether you’re building a new form or updating an existing one, you can use Email Copilot to quickly create Autoresponder 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 Autoresponder Email, or click on one of the buttons below it to use a predefined prompt.

Here are some example prompts:

• Create an Autoresponder Email that thanks customers for their order and includes their submitted order details in a clean, organized layout with blue accents. Set the Email Subject to Order Confirmation.
• Create an Autoresponder Email that confirms the registrant’s registration and includes their submitted registration details in a clear, structured layout with green accents. Set the Email Subject to Registration Confirmation.
• Create an Autoresponder Email that confirms the applicant’s application was received and includes their submitted application details in a simple, modern layout with purple accents and visual dividers. Set the Email Subject to Application Received.

5. To use an image as additional context for your prompt or include it in the autoresponder 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 Autoresponder Email, in the Subject field, enter the subject line you want for the autoresponder emails.
9. To include a field value in the subject line, click on Fields on the right, and then select a supported field.
10. Next, under To, click on the Downward Arrow icon on the right, and in the Dropdown menu, select the Email field to use for the recipient.

11. 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.
12. 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.

13. Now, under the Attachments tab, configure these settings:
    • Attach File — Drag and drop a file into the Upload area, or click on Upload a File, and then select a file from your device to attach to the autoresponder 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 autoresponder 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.

14. Then, under the Advanced tab, set up these settings:
    • Sender Name — Enter the name you want to appear as the sender of the autoresponder 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 — Tick or untick the box next to When a Submission Is Received or When a Submission Is Edited to set whether autoresponder emails are sent for that event.
    • Send Email Later — Toggle this on and below it, select whether you want the autoresponder emails sent after a delay, at a specific date and time, or based on a Date field value. Take a look at our guide on How to Send Emails Later Using Autoresponder Email for more details.

15. Next, scroll down and continue with these settings:
    • Update Email — Toggle this off to prevent the email content from updating automatically when you edit the form.
    • Reply-To Email — Enter the default reply-to email address for the autoresponder emails.
    • Hide Empty Fields — Toggle this off to include unanswered form fields in the autoresponder emails.
16. Once everything’s set, click on Save Email.

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

Creating Autoresponder Emails Manually

Whether you’re building a new form or updating an existing one, you can manually create Autoresponder 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 Autoresponder Email.

5. Now, under the Email tab of the new Autoresponder Email, in the Subject field, enter the subject line you want for the autoresponder emails.
6. To include a field value in the subject line, click on Fields on the right, and then select a supported field.
7. Next, under To, click on the Downward Arrow icon on the right, and in the Dropdown menu, select the Email field to use for the recipient.
8. In the email editor, customize the content of the autoresponder 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.

9. Now, under the Attachments tab, configure these settings:
   • Attach File — Drag and drop a file into the Upload area, or click on Upload a File, and then select a file from your device to attach to the autoresponder 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 autoresponder 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.

10. Then, under the Advanced tab, set up these settings:
    • Sender Name — Enter the name you want to appear as the sender of the autoresponder 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 — Tick or untick the box next to When a Submission Is Received or When a Submission Is Edited to set whether autoresponder emails are sent for that event.
    • Send Email Later — Toggle this on and below it, select whether you want the autoresponder emails sent after a delay, at a specific date and time, or based on a Date field value. Take a look at our guide on How to Send Emails Later Using Autoresponder Email for more details.

11. Next, scroll down and continue with these settings:
    • Update Email — Toggle this off to prevent the email content from updating automatically when you edit the form.
    • Reply-To Email — Enter the default reply-to email address for the autoresponder emails.
    • Hide Empty Fields — Toggle this off to include unanswered form fields in the autoresponder emails.
12. Once everything’s set, click on Save Email.

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

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