Email Notifications

Get notified by email every time someone submits a response to your form.

Setting Up Notifications

1. Open your form in the Builder.
2. Go to the Settings tab.
3. Scroll to the Email Notifications section.
4. Toggle notifications on.

Configuration Options

Recipient Email

Enter the email address(es) where notifications should be sent. You can add multiple recipients separated by commas.

Reply-To

If your form includes an Email question, you can select it as the “Reply-to” address. When you receive a notification, hitting Reply in your email client will address the response directly to the person who filled out your form.

Custom Subject Line

Set a custom subject line for notification emails. If left blank, the default subject includes the form title.

Custom Email Body

Write a custom email body template to control exactly what information appears in notification emails. Use the rich text toolbar to format your content and click @ to insert dynamic variables like @form_title or @responses. After editing, click Save to apply your changes.

What’s Included in Notifications

Each notification email contains:

• The form title.
• A summary of the respondent’s answers.
• Hidden field values (if configured) — listed after question answers.
• A timestamp of when the submission was received.
• A link to view the full response in Rowform.

Global Notifications Toggle

In addition to per-form settings, you can enable or disable submission notifications account-wide:

1. Go to Organization Settings > Settings.
2. Toggle Submission email notifications on or off.

When enabled, you’ll receive an email for every new submission across all your forms. Admins can override this for individual forms using the per-form notification settings described above.

Bot Protection

Email notifications only trigger for verified submissions. Spam and bot submissions are blocked by Cloudflare Turnstile before any notification is sent, keeping your inbox free of junk.

Custom SMTP (Pro)

By default, Rowform sends notification emails from noreply@rowform.io. Pro and LTD users can configure a custom SMTP server so emails are sent from their own domain instead.

Why Use Custom SMTP?

• Emails come from your own address (e.g., support@yourbrand.com) instead of Rowform’s default sender.
• Improves deliverability and brand trust.
• Required if your organization mandates all outbound email go through a specific mail server.

Setting Up Custom SMTP

1. Go to Organization Settings > SMTP Settings.
2. Enter your SMTP server details:
   • Host — Your SMTP server address (e.g., smtp.gmail.com).
   • Port — Usually 587 for TLS or 465 for SSL.
   • Encryption — Choose TLS, SSL, or None.
   • Username — Your SMTP authentication username (often your email address).
   • Password — Your SMTP authentication password or app-specific password.
   • From Email — The sender address recipients will see.
   • From Name — (Optional) A display name for the sender.
3. Click Save Configuration.
4. Click Test Connection to verify your settings. A test email will be sent to your From Email address.
5. Once verified, your custom SMTP email will appear in the From Email dropdown in form-level email settings.

Common SMTP Providers

Note: Gmail requires an App Password  if 2-factor authentication is enabled. Your regular Google password won’t work.

Tips

• Use the Reply-To feature to respond directly to form submissions from your inbox.
• Set up notifications early — you don’t want to miss responses while you’re configuring your form.
• For high-volume forms, consider using the Google Sheets integration or webhooks instead of email notifications to avoid inbox overload.
• Prefer real-time alerts? Use the Slack integration alongside or instead of email notifications.
• Pro users: configure Custom SMTP to send notifications from your own domain for better deliverability.