After the form has been submitted and the PDF file has been generated, PlatoForms will send an email notification. If you don’t set anything up, PlatoForms will send an email to your team members by default, you can customise this notification email through the notification settings on this form.

Email FROM Address

By default, the sender’s email address is You can set your own email address as the email sender address. After entering your email, you need to follow a verification process to validate your email. Please note that this feature is available only for non-free PlatoForm plans.

Email TO Address

It has three ways to set up recipients, and you can use any or all of them.

Email With Submission Value


The email body and subject can be fully customised. It is even possible to provide different subjects and bodies for external emails (fixed mailing lists or form fill email fields) and internal emails (your team members). This is very useful if you want to present different content to your customers (external emails) and your workmate (internal emails).

The email body content can have formatted text. It has a rich text editor where you can easily add styles or links, upload images, and add variables. It also has an advanced mode where you can type HTML tags and quote variables directly.

Use variables in email body and subject

In addition to fixed email content, you can use variables to reference dynamic values such as text in form fill content, shared links to PDFs or files uploaded by the form, or even tell you whether this email should be attached to generated PDF or CSV formatted form data.

In rich edit mode, you can add variable via that Search variables input box in the toolbar. When switching to advanced mode, you can use the format {{variable_name}} to reference variables. The next paragraph describes all the variables that can be used. For better explanation, only the advanced mode is described here. For the rich text editor, the variable names are the same, but {{ }} will be replaced by a read-only label text with a background color.

Form Submission Data Variables

Form submission data can be used when creating custom email subject and body. For example, the form below has a “Full Name” field, and in the form editor, you get its field ID, which is “3” here. In the content of the email, it can be referenced by {{data.fid3}}. That is, the reference format is {{data.fidXX}}, with the field ID instead of “XX”.

Get the field ID in the form editor

Form Field ID

Information Variables

In addition to the data in the form, you can also add these variables in the body or subject of your custom email.

Please note that the shared links are accessible to anyone on the Internet. No sign-in required. If your documents need to be kept confidential, please consider carefully before using these shared links.

By default, the variables {{shared_attachment_link}}, {{shared_pdf_link}} and {{attach_pdf_file}} include all files. However, you can also specify specific files to share the link or attach in the email.

How to find the PDF ID


{%if revision > 1 %} Revision {{revision}} {% endif %}

Notification emails can only attach created PDF files, not files uploaded via forms. PlatoForms can send emails up to 10MB in size. If a user uploads a file that is too large, the email will fail to be sent.

Workflow Variables

If this form is a step in the workflow. These variables are available:

For example, you could use {% if %}...{% else %}...{% endif %} to display information based on whether the submission is in the workflow or not.

{% if is_workflow %}
    This submission is the {{step_ordinal_index}} step of the workflow {{workflow_name}}.
    {% if next_step_link %}
        You can continue the next step of this workflow by clicking this link: {{next_step_link}}
    {% else %}
        This is the final step in this workflow. No further action is required.
    {% endif %}
{% endif %}
Cross-referencing variables for workflow steps

In the body or subject of an email, you can use “stepN.” to reference the previous step variables. Here, “N” refers to the index of steps starting from 1. For example, a workflow has 3 steps. In the third step, you can use {{}} to reference the value of the field fid3 in the first step. In addition to the form value {{}}, any variable can use this “stepN.” format, e.g. {{step2.shared_attachment_link}} is the files uploaded in the form in step 2; {{step2.next_step_link}} is the next link in step 2 that will open the blank form for step 3, etc.