Insites Docs Instance FormsForm BuilderEmail Notifications

Email Notifications

Last updated on May 27, 2025.

You can use this tab to set up the email notifications for the form you are creating. You can configure the following types of email notifications:

  • Autoresponder Emails
  • Workflow Emails

Autoresponder Emails

The autoresponder email notification is a feature that enables you to build automated email replies when a user submits a form. Common examples where autoresponder emails may come in handy are confirmation emails for users submitting a contact form or signing up for a subscription.

To configure autoresponder emails:

  1. Navigate to the 'Email Notifications' tab.
  2. Select the 'Autoresponder' tab.
  3. Fill out the form.
Input Label Type Required Description
Layout Dropdown Field No The email layout used by the autoresponder. Option will only show on CMS Layout email design.
From Name Input Field No The name of the email sender.
From Email Input Field No The email address of the email sender.
Subject Input Field No The subject of the email.
To Input Field No The email address to which the autoresponder email is sent. You may provide multiple email addresses, separated by commas.
Reply To Input Field No The email address in the 'Reply To' field.
CC Input Field No The email address to which the autoresponder sends a carbon copy email. You may provide multiple email addresses, separated by commas.
BCC Input Field No The email address to which the autoresponder sends a blind carbon copy email. You may provide multiple email addresses, separated by commas.
Email Design Radio Yes The email design of the workflow email. You can choose from three options: Default Template, CMS Layout, and Visual Editor.
Layout Select No The layout of the autoresponder email. Will only appear if CMS Layout email design is selected.
Content Code Editor No The content of the autoresponder email.
Note

The following fields are required once you enable autoresponder emails:


  • Layout (if CMS Layout email design is selected.)
  • From Name
  • From Email
  • Subject
  • To
  • Reply To

Workflow Emails

The workflow email notification feature enables you to send automated emails to administrators whenever a user submits a form. These emails can help administrators filter and prioritize specific form submissions, leading to a better customer experience and improved allocation of organizational resources.

To configure workflow emails:

  1. Navigate to the 'Email Notifications' tab.
  2. Select the 'Workflow' tab.
  3. Fill out the form.
Input Label Type Required Description
From Name Input Field No The name of the email sender.
From Email Input Field No The email address of the email sender.
Subject Input Field No The subject of the email.
To Input Field No The email address to which the workflow email is sent.You may provide multiple email addresses, separated by commas.
Reply To Input Field No The email address in the 'Reply To' field.
CC Input Field No The email address to which the workflow email feature sends a carbon copy email. You may provide multiple email addresses, separated by commas.
BCC Input Field No The email address to which the workflow email feature sends a blind carbon copy email. You may provide multiple email addresses, separated by commas.
Email Design Radio Yes The email design of the workflow email. You can choose from three options: Default Template, CMS Layout, and Visual Editor.
Content Code Editor No The content of the workflow email.
Note

The following fields are required once you enable workflow emails:


  • From Name
  • From Email
  • Subject
  • To
  • Reply To

Email Design

Adjust your email's design and text by selecting from pre-built templates (default template), using a CMS layout, or making your own email with the visual editor.

Default Template

These are the standard templates that the system will select automatically for autoresponder and workflow email notifications. This will automatically assign a layout and content. The content is non-editable and is for preview only.

CMS Layout

Email design that focuses more on coding, with content that can be edited on WYSIWYG or code editor. For autoresponder, you can assign a Layout which are being retrieved from Insites CMS.

Visual Editor

Email design that focuses more on drag-and-drop functionality. You have a selection of code blocks that you can use and that can be placed in the content.

Note

For autoresponder, the layout will be removed if this email design is selected.

Dynamic Content

Using dynamic content greatly enhances personalization, leading to a much better overall user experience and customer satisfaction.

For the sake of an example, let's compare two confirmation emails sent to a user inquiring about a product:

With dynamic content:

'Hi, we've received your inquiry for the product and one of our team members will be in touch shortly.'

Without dynamic content:

'Hi, , we've received your inquiry for the and one of our team members will be in touch shortly.'

Note the need for more personalization and detail about the product in the first example. Now compare it with the second, where the user's name was mentioned, along with details of the product they were inquiring about.

To create dynamic, personalized autoresponder and workflow emails on Insites, you may utilize the toolbox on the right-hand side of the page when you open the 'Email Notifications' tab. The toolbox lists all the fields from the database and makes them available as dynamic variables in your emails. The steps for using dynamic content on your autoresponder and workflow emails are as follows:

  1. Navigate to the 'Email Notifications' tab.
  2. Enable Autoresponder or Workflow emails.
  3. On the Toolbox, find the field you want to use and select the field to copy it to your clipboard.
  4. Paste the field in the desired location, noting you can use it in the subject or body content of the email. Additionaly, you can use fields from the toolbox on any fields in the form.

Send Test Email

This will allow you to send a test email to yourself or to designated test email addresses. Its main purpose is to have an actual preview of the email so that you can fix error(s) found before saving the form.

To send a test email:

  1. Navigate to the 'Email Notifications' tab.
  2. Select the 'Autoresponder' or 'Workflow' tab.
  3. Select SEND TEST EMAIL.
Input Label Type Required Description
Dynamic Variable Content Data Code Editor Yes These are values that will replace the toolbox fields dynamic content.
Test Email Recepients Input Multiple Yes Emails that you want to send the test email to.
Note

Test Email Recepients field will only show on Production instances.

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