How to Edit the Email Template for Notifications and Autoresponders

August 6, 2022

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. For more information, see Explanation of Email Notification and Autoresponder Settings.

When you build a fresh form and add an Email element to it, the builder will automatically add an Email Notification and Autoresponder for you. These will bear the default templates and will automatically update themselves depending on the added or removed fields on your form.

How to Edit the Email Templates

Assuming you already have the email templates in place and you wish to modify the look and feel of your emails, just follow the steps listed below:

  1. Go to the Settings tab in the Form Builder.
  2. Choose Emails on the left.
  3. Hover your mouse over the Email Notification or Autoresponder template then click the pencil icon to edit it.
form-builder-edit-email-notification-autoresponder-min.png

That’s basically all you need to do to change the email template for each (Email Notification or Autoresponder). Below is a more in-depth guide on what each option means.

Template Name

Click the pencil icon to change the name of your templates.

form-builder-email-notification-name-min.png

For example, if you named your Autoresponder template “Welcome Email,” it will show up like the following:

form-builder-autoresponder-welcome-email-min.png

Naming your templates is helpful especially if you’re sending emails based on the user’s input since you’ll see them as to how they were named, which would make things a lot easier if you have a handful of email templates.

form-builder-change-recipient-welcome-email-min.png

Email Subject

The Email Subject is where you can set the subject of your email.

Clicking the Form Field button will allow you to insert form field values 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 Form Field button, then select your Name field from the options.

form-builder-email-subject-field-min.png

Email Content

Use the editor to customize the look and feel of the actual email body.

form-builder-autoresponder-email-content-min.png

This should be relatively straightforward so just tinker around with it. Use it to add images, create links, change the font style, size, etc.

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.

Don’t forget to click 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? Some common scenarios are:

  • Why am I not seeing some fields in my email?
  • Why am I still seeing old, deleted fields in my email?

To fix template-related issues, a sure-fire way is to just delete it and add a new one. This will generate 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 or 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.

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