One important aspect of Jotform is the ability to receive emails for each new submission. We call these Email Notifications. Your respondents can also get emails for each submission as a sort of an automated response, which we call Autoresponders.
Related guide: Explanation of Email Notification and Autoresponder Settings
When you build a fresh form and added an Email Field to it, the builder will automatically add a Notification and Autoresponder for you. These will bear the default templates and will automatically update itself* depending on the fields added/removed on your form.
This guide assumes you already have both in place so if you wish to modify the look and feel of your email templates, just follow the steps listed below:
1. Click SETTINGS at the top
2. Then EMAILS on the left
3. Place your mouse over your Notification/Autoresponder then click the PENCIL icon to edit it
That’s basically all you need to do to change the email template for each (Notification or Autoresponder). Below is a more in-depth guide on what each options mean.
1. Click the PENCIL icon to change the name of your templates.
e.g. If you named your Notification as “For Billing”, it will show up like this:
Naming your templates is helpful especially if you’re sending emails based on the user’s input. Instead of seeing them as Notification 1, Notification 2, and so on, you’ll see them as how they were named, which would make things a lot easier if you have a handful of notifications.
2. Go to the EMAIL tab.
3. The EMAIL SUBJECT – This is where you can set the subject of your email.
4. Clicking the PENCIL icon will allow you to insert Form Fields and use them as a part of your subject line.
One use case is if you want your subject line to contain the Name of the respondent, just click the PENCIL icon > select the Name field > then click APPLY.
5. This is the EDIT TOOLBAR – Use this to customize the look and feel of the actual email body. This should be relatively straight-forward so just tinker around with it. Use it to add images, create links, change the font style, size, etc.
6. The EMAIL CONTENT – By default, all templates come in a table format, and the labels and input fields will be displayed inside this 2-column table. This is where most of the work will be done when customizing the template.
7. Lastly, don’t forget to hit the SAVE button to save your changes.
*IMPORTANT: The Form Builder auto-updates the email templates. However, if you do any modification to the table, it will be considered as a custom template and the Form Builder will stop or disable the auto-update.
What does that mean? It means some common scenarios are:
a. Why am I not seeing some fields on my email?
b. Why am I still seeing old, deleted fields on my email?
To fix template-related issues, a sure-fire way is to just delete it and re-add a new one. This will add a new default template that contains ALL the fields. And from there, just modify the email content as you see fit. Alternatively, you can manually add/remove fields on the template.
Comments and suggestions are welcome below. If you have a question, post it in our Support Forum so we can assist you.