Email Notifications

Overview

WittyForm lets you send email notifications when a form is submitted. You can notify your team about new submissions and send confirmation emails to the person who filled out the form. Both types of notification are highly customizable.

Auto-Responder to Form Submitter

An auto-responder sends an automatic email to the person who submitted the form. This is commonly used to confirm receipt, say thank you, or provide next steps.

Setting Up an Auto-Responder

1. Open your form in the editor and go to Settings > Notifications.
2. Under Respondent Email, toggle on Send Confirmation Email.
3. Select the Email Field: choose which form field contains the respondent's email address.
4. Customize the email (see "Customizing Email Template" below).

The auto-responder is sent immediately after the form is submitted. The respondent sees a confirmation email in their inbox within seconds.

Notification Emails to Your Team

Team notifications send an email to one or more people on your team every time a form submission comes in.

Setting Up Team Notifications

1. In Settings > Notifications, find Team Notifications.
2. Toggle on Send Notification Email.
3. Enter one or more email addresses in the To field. Separate multiple addresses with commas.
4. Choose which form fields to include in the notification email. By default, all fields are included.

Customizing the Email Template

Both auto-responder and team notification emails can be customized:

• Subject Line: Set a custom email subject. You can include form field values using merge tags (e.g., "Thank you, {Name}!").
• From Name: Set the sender name that appears in the recipient's inbox (e.g., "Acme Corp" or "Support Team").
• Reply-To Address: Set the email address that receives replies. Respondent confirmations use the form or quiz Respondent Reply-To setting first, then white-label, workspace, and owner email settings. Team notifications default to the respondent's email when one can be safely detected, so you can reply directly.
• Email Body: Use the rich text editor to craft your message. Insert form field values anywhere using merge tags. Format with headings, bold, links, and lists.

Available Merge Tags

Merge tags dynamically insert submission data into the email:

• {FieldLabel}: Inserts the value of a specific field (e.g., {Name}, {Email}, {Company}).
• {SubmissionDate}: The date and time of submission.
• {FormName}: The name of the form.
• {AllFields}: A formatted table of all submitted fields and values.
• {ResponseLink}: A link to view the full response in the WittyForm dashboard (team notifications only).

Adding CC and BCC

For team notifications, you can add CC and BCC recipients:

• CC (Carbon Copy): Additional recipients who can see they are copied. Use this for team members who need to be in the loop.
• BCC (Blind Carbon Copy): Additional recipients who are not visible to other recipients. Use this for logging or compliance purposes.

Enter CC and BCC addresses in the notification settings. You can add multiple addresses separated by commas.

Conditional Notifications

Send different emails (or skip sending entirely) based on form answers. This is useful when different submissions need different responses.

Setting Up Conditional Notifications

1. In the notification settings, click Add Condition.
2. Define a condition using the same if/then pattern as conditional logic:
   • IF "Department" equals "Sales" THEN send to [email protected].
   • IF "Department" equals "Support" THEN send to [email protected].
3. Each condition can have its own recipient list, subject line, and email body.

You can also conditionally suppress the auto-responder:

• IF "Subscribe to updates" equals "No" THEN do not send confirmation email.

Managing Notification Settings

• Toggle on/off: Quickly enable or disable any notification without deleting its configuration.
• Test email: Click Send Test Email to receive a sample notification using the most recent submission data.
• Delivery log: View the history of sent emails including delivery status and any bounce-back errors.

Troubleshooting

• Emails going to spam: WittyForm sends emails from verified domains. Ask recipients to check their spam/junk folder and whitelist the sender address.
• Merge tags showing as raw text: Ensure the field label in the merge tag exactly matches the form field label, including capitalization.
• Email not sent: Check that the email field in the form is correctly mapped and the respondent provided a valid email address.