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

Here are the sender details: the Display Name shown to recipients, and the Email FROM Address the notification is sent from. By default, notifications are sent as mailer@platoforms.com.

To send from your own address instead, next to Email From you’ll see: “Verification required for FROM address. Verify Domain (Recommended) or This Email Only (Higher Bounces).” These two links start the verification process:

• Domain (Recommended) — verifies your entire domain, so any address on it (e.g. @yourcompany.com) can send notifications. See Send email with custom domain for setup steps.

• This Email Only (Higher Bounces) — verifies a single email address. Faster to set up, but mail sent from a single unverified-domain address tends to see higher bounce rates than a verified domain.
  To customize Email From details:

1. Upgrade to a paid plan.

2. Enter your custom Display Name and Email FROM Address in the two fields.

   

3. Click Domain (Recommended) or This Email Only (Higher Bounces), depending on which you want to verify.

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

Once verification succeeds, your custom Email From details will be used to send notifications.

Notification tabs

Above the Email To section, you can manage different notification targets using tabs. By default, you have Email to Users and Email to 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 Email to Users for external recipients (like clients).

• Use Email to 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.

Email to 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 a list of email addresses, not necessarily registered with PlatoForms. Separate them by commas.

• 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.

Email to 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 email for every revision — sends a new notification each time a submission is edited/revised.
• Zip if multiple PDFs — bundles multiple generated PDFs into a single zip attachment.

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