Configure form notifications

When someone fills out a form, PlatoForms will send you a Dashboard notification and an email notification to the email addresses or team members you specify. You can adjust the email notification to your preferences.

Access Notification settings

1. Hover over the desired form on the Dashboard and click the Settings (gear) icon in the top right corner.

2. Click Manage form to open the form’s settings.

   

3. In the left sidebar, under Configure, select Notifications.

   

   You’ll open the Notifications page.

Customize Notification settings

The Notifications page has five major parts: Email From, notification tabs (Email To, Email Subject, Email Body per tab), Add Customer Email for Logic (conditional routing), and Add Reminder (scheduled follow-up emails). For detailed information on each part, refer to the chapters below.

Email From

This is the sender of the form’s emails. By default, notifications are sent as mailer@platoforms.com. A custom sender needs a paid plan (not the free trial); on the free plan and during the trial the box shows the PlatoForms sender and cannot be changed.

What the Email From box shows depends on your setup:

• Your team has a verified default sender. The box shows that sender with a Default tag. Click it to open a menu: Use a different address for this form sets an address for this form only, and Edit team default opens Form Default Settings in a new tab. Use team default goes back.
• This form has its own address: the box has two inputs, “Display name” and “name@company.com”, and a tag that reads Verified or Not verified.
• Your team has no verified default yet: the two inputs show directly (the address placeholder reads “Email FROM Address. Default mailer@platoforms.com”), with Set team default next to the label.

To send from your own address, verify it first. Two links start the verification:

• Verify domain verifies your entire domain, so any address on it (e.g. @yourcompany.com) can send notifications. This is the recommended way. See Send email with custom domain for setup steps.
• Verify this email only verifies a single email address by sending a verification email to it. Faster to set up, but mail sent from a single address on an unverified domain tends to see higher bounce rates than a verified domain.

To customize Email From details:

1. Upgrade to a paid plan.

2. Enter your Display name and address in the two inputs (if the box shows a Default tag, first choose Use a different address for this form).

   

3. Click Verify domain or Verify this email only, depending on which you want to verify.

4. Check your inbox for the verification email and follow its instructions to complete the process.

Once the tag reads Verified, your custom Email From details are used to send notifications. Until then, emails are sent from your team’s default sender, or from mailer@platoforms.com when there is none.

Notification tabs

Above the Email To section, you can manage different notification targets using tabs. By default, you have Notify Users and Notify Team Members.

You can customize the Email To, Email Subject, and Email Body under each tab to set distinct preferences for different recipients. For example:

• Use Notify Users for external recipients (like clients).

• Use Notify Team Members for internal team notifications.

Two links sit above the tab row:

• + Add Customer Email for Logic: create up to 3 additional tabs for routing submissions to specific departments or recipients based on form data.

• + Add Reminder: create up to 3 tabs that each send a follow-up email a set amount of time after submission (e.g. Reminder 1, Reminder 2, Reminder 3), letting you schedule a series of follow-ups at different intervals.

Each added tab gets an ✕ icon so you can remove it.

Notify Users

Under this tab, configure notifications for people on your mailing lists or those entering their emails in the form.

• Send to these addresses: Enter up to 12 email addresses, not necessarily registered with PlatoForms. Separate them by commas. For more recipients, use a distribution list address or Notify Team Members.

• Send to the email filled in the form: Choose up to 10 form fields. If a valid email address is filled out in any of these fields, a notification will be sent to that address. Each submission emails a limited number of addresses from these fields; any extra addresses are left out of that submission’s email.

When text messaging is available for your team, Notify Users has two channel tabs, Email and SMS, each with its own switch. At least one must stay on. See Send text messages.

Notify Team Members

Notify your team members with access to view submissions for this form. Toggle on Send to team members.

Add Customer Email for Logic

If you need to send different notifications to different people based on user input (e.g., routing to Sales vs. Support), use + Add Customer Email for Logic to create custom routing targets.

1. Click + Add Customer Email for Logic to create a new tab.

   

2. Email Name: Give your tab a descriptive name (e.g., “To Sales Team”). This name is essential as it will appear as a target in your Logics settings.

3. Configure the Email To, Subject, and Body specifically for this routing rule.

You can also refer to this video tutorial:

Link to conditional Logic

Creating a custom tab is the first step. To activate the routing, go to the Logics panel and create a rule where the Action is set to send email, then select your custom Email Name as the target.

Add Reminder

Use + Add Reminder to send a follow-up email a set amount of time after a form is submitted: useful for nudging someone about a pending action (like completing a payment, signing a document, or replying).

1. Click + Add Reminder to create a new Reminder tab.

   

2. Under Send reminder in, choose how long after submission the reminder should go out (e.g., 1 Day).

3. Configure the Email To, Subject, and Body the same way as any other notification tab.

Email Subject

The Email Subject field lets you create personalized subjects that combine a fixed title with dynamic variables. For example: “Thank you for submitting the form - {{form_name}}”.

Email Body

Use the rich text editor to style your email body: add formatting, links, images, buttons (btn), and variables. Switch to Advanced mode to edit the raw template directly using HTML and templating tags.

Below the editor, Frequently used variables gives one-click shortcuts for common tags like shared_attachment_link and attach_csv_data.

Use variables in Email Body

Use the Search Variables box above the editor to find and insert variables.

These variables let you include dynamic information like form text, links to shared PDFs or uploaded files, and specify whether this email should be attached to generated PDF or CSV formatted form data. This adds flexibility to your emails, going beyond static content.

For the full list, see Available variables.

Advanced mode syntax

In Advanced mode, variables and conditionals use template tags directly in the text, for example:

{% if sign_cert_checksum %}Signature Certificate SHA256 Checksum: {{ sign_cert_checksum }}{% endif %}
{{ attach_pdf_file }} {{ attach_sign_cert_pdf }}

Additional options

Below the Email Body editor:

• Send an email for every revision: sends a new notification each time a submission is edited/revised. It is off by default on Notify Users and on by default on Notify Team Members.
• Send a text for every revision: on the SMS tab, when text messaging is available. It is off by default, so only the first submission is texted.
• Zip if multiple PDFs: bundles multiple generated PDFs into a single zip attachment.

When notifications are paused

Our system pauses your team’s submission notifications when the team sends more submission notification emails in a day than its daily limit allows. Addresses typed into the form’s own email fields never pause the team: extra addresses are left out of that submission’s email instead.

When the pause starts, the team owner gets the email “PlatoForms Alert: Submission Notifications Paused”. While paused, no form of the team sends submission emails or webhooks, but new submissions are still saved and listed on the Submissions page. To resume, the team owner verifies their email again from the banner in PlatoForms. Submissions made during the pause are not notified afterwards.

Save as template

To retain the current “Email Subject” and “Email Body” for future use:

1. After configuring all the details, select Save as Template and give it a distinctive name.

   

2. Once you created a new form, navigate to its Notification panel, and click Use Template.

   

3. From the available templates, select the desired one by name to apply the saved content.

Related

• Fix duplicate emails with conditional logic routing
• Variables in email body
• Send email with custom domain