When the form is submitted, by default, our system sends an email notification containing the completed PDF attachment to the submission viewer. In addition to the default notifications, there is a more flexible way to send email notifications.

In this notification setting, you can do the following:

  • Enable or disable default email sending
  • Add a list of email addresses to receive notifications
  • Specify some fields in the form where the email should be filled in, and then the notification email will be sent to these filled email addresses.
  • Create custom email subject and body.
  • No matter what the number of revisions submitted, only one email will be sent

Use variables in custom email body and subject

Form values can be used when creating custom email subject and body. For example, in the form (below the screenshot), if it has a full name field. From the form editor, you can get its field ID, here is 3. In the email content, you can reference it via {{data.fid3}}. That is, the reference format is {{data.fidXX}}, replacing XX with the field ID.

In addition to the data in the form, you can add some shared links to the custom email body. These 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.

  • {{shared_pdf_link}}: Created PDF share links.
  • {{shared_attachment_link}}: The form uploaded attachments share links if your form has the file uploads.
  • {{shared_editor_link}}: Edit the submission share link. With this link, users can edit submissions and create new versions of PDF.

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

  • {{is_workflow}}: If this submission is a step in the workflow
  • {{workflow_name}}: Workflow name
  • {{step_ordinal_index}}: Workflow step ordinal index
  • {{next_step_link}}: Next step workflow link if it has next step, otherwise, empty.

You can use {% if %}...{% else %}...{% endif %} to check if this submission is in the workflow. For example:

{% 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 %}

Email Subject and Body with form value
Email With Submission Value

Get the field ID in form editor
Form Field ID