How to create custom email notifications

The ability to get emails for each new form submission is known as email notifications. Formaloo’s autoresponder helps you automate your workflow by sending an automatic response email to your form respondents.


The ability to get emails for each new form submission is known as email notifications. Formaloo’s autoresponder helps you automate your workflow by sending an automatic response email to your form respondents.

When you create a new form and enable the email notification, the form will automatically send an email notification. These emails will be basic templates that will automatically update based on adding or removing fields from your form.

Learn more about How to use your Gmail SMTP server to send emails.

By setting up custom notification emails, you can customize email messages and email styles for notifications.

Let’s start to see how it works!

How to create and edit the email template

Formaloo already has email templates set up, and now you want to change the look of your emails. So, follow the steps below:

Step 1- Edit the email templates

Open your dashboard and click on your profile, then go to “Email Templates.”

You can see the default template of Formaloo and change any part you want.

notification settings

The email template includes the following:

  • Template Name: This would make it easier to assign email templates to forms.
  • From name: Who is the form submitter. It can be the value of the name field on your form.
  • Email Subject: Where you can write the subject of your email.
  • Reply-to email: By default, it is mapped to one of your form’s email components. You can make it one of the supported fields on your form.
  • Email content: Use this part to add images, links, change the font style, size, etc.
personalized email address

Step 2- Set SMTP and your custom sender address

Delivering emails that feature your branding may be appropriate in specific cases. Add a unique sender email address if you want to do this.

Your SMTP (Simple Mail Transfer Protocol) connections are all that are required to make it happen.

Follow the steps below to add a custom sender email:

  • Click on your profile and go to the “Email templates
  • From the right side, select the “SMTP Settings” button
email accounts

Learn more about how to use your Gmail SMTP server to send emails.

Step 3- Customize email notifications using variables

Now it’s time to customize your template. You can make a new email template, choose a name for it, a subject, and then edit the body of your email as desired.

Using custom variables in your forms will allow you to add more personalization. The email body, subject, and sender information (name and email) can all use these variables.

Variables can be basic text (for example, form title), URLs (form logo, form address), or generated data (results table).

In general, the variables contain a variety of data, ranging from data connected to the form to data provided by the user or generated based on that data.

Following is a list of variables that are currently available:

Form related variables

If you want to create a template for multiple forms, this variable group is useful. These are extremely handy and all contain the form_ prefix.

form_title: Title of the form.

form_description: Form’s description. Note that this field may have its own styling since it’s created using WYSIWYG.

form_success_message: Form’s success message, since you may want to include it in the email as well.

form_currency: Forms currency code (ISO). For example, USD or EUR.

form_full_address: A URL to the form’s display page (as seen by the end-user). If you’re using subdomains or custom domains, it will be linked to your custom URL. But if you’ve embedded the form in a custom page, it won’t be linked to that page.

form_logo: A URL to the form’s logo if you want to show it in the email.

Submitted data variables

These are the most important variables that contain the fields, the submitted data on them, the result of the calculations, and a link to the row’s edit page (accessible by the form admin).


field_i_title: Title of a field based on its position on the form. for example, field_1_title will be replaced by the title of the 1st field in the form, and field_4_title will be replaced by the 4th field’s title.

field_i_value: Value of a field based on its position on the form. for example, field_1_value will be replaced by the title of the 1st field in the form, and field_4_value will be replaced by the 4th field’s title. This value can be a simple text for most of the fields such as choice field, text field, etc, or a link tag for file fields.

field_i_url: If a field is a file field, you can use this variable. For example, if your file field is in 3rd position of your form, you should use field_3_url. While field_3_value is an HTML tag containing the file’s URL. For any field except file fields, this value will be empty.

alias_title, alias_value, and alias_url: You can use these to access the fields’ data based on their alias. For example, if a short text field’s alias is first_name, I can access its title and submitted value using first_name_title and first_name_value.


score_value: The calculated score, for the forms with calculations.

currency: The calculated currency, for the forms with calculations.

Order data

order_status: The order status for the forms with payment.

order_code: The order code for the forms with payment.

payment_amount: The payment amount for the forms with payment.

Base data

created_at: When was the submit created?

submitter_referer_address: From which address has the user submitted the form?

email_verification_state: Email field verification status, if the form has an email verification field.

tracking_code: Row’s tracking code, if the form is to give a tracking code to the user.

sumbit_time: How long (minutes) did it take for the user to submit the form.

response_admin_address: A URL to the response’s admin page (only accessible by the user with sufficient access).


user_email: Submitter’s email address, if the form is receiving the user’s email on an email field.

results_table: Will be replaced by a pre-rendered table containing all of the fields and their submitted data.

Email Subject, Sender Name, Sender Email

While using the variables for these fields, please note that only simple variables are usable for these fields.

For example, you can’t use the results_table for any of these fields.

For the sender email, you can only use either a pre-defined email value (e.g. [[email protected]](/cdn-cgi/l/email-protection) ) or any variable that will return either a valid email or an empty value. If you use any other value on this field (e.g. a variable that may return a text like John Doe), your emails will not be sent successfully. It’s highly recommended to either use a predefined value, or the user_email variable, as it will be safe to use.

For the subject and sender name fields, an important note is to be cautious of the variable’s length as well. Since they’re limitations for their length while sending an email, we will automatically trim any texts longer than the standard length.

Step 4- Assign custom email templates to your form

You can choose which email template to use for alerting submitters by customizing each of your email templates and setting it in the “Notifications” tab.

You can also select which email template will be used to alert you and your team members.

receive emails

And that’s it! You have created a customized email template in just a few clicks!

Email notification and autoresponder settings

By enabling email notifications, notifications will automatically email you or your selected recipients when someone submits your form.

Formaloo automatically creates an email notification for your account’s email address once you add the email notification. But you can edit it or create e new template and customize it.

Start creating your form from scratch or select from our 200+ templates.

Sign up for Formaloo for free. Start exploring the features it offers. These range from simple contact forms to complex and logical quizzes and surveys.

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If you have any questions, check out Formaloo’s support page to find ways you can contact us.

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How to create custom email notifications