> ## Documentation Index
> Fetch the complete documentation index at: https://docs.orbitforms.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Email Notifications

> Instant email alerts for form submissions

## Overview

Email Notifications send you an email every time someone submits your form. Add multiple team members as recipients, customize the subject line and message with dynamic variables, and never miss a lead again.

<CardGroup cols={2}>
  <Card title="Multiple Recipients" icon="users">
    Send notifications to your entire team.
  </Card>

  <Card title="Custom Templates" icon="file-lines">
    Personalize subject lines and message content.
  </Card>

  <Card title="Instant Delivery" icon="bell">
    Get notified the moment a form is submitted.
  </Card>

  <Card title="Workflow Integration" icon="code-branch">
    Use with AI qualification and conditional logic.
  </Card>
</CardGroup>

## Choose Your Setup Method

Email notifications can be configured in two ways. Choose based on your needs:

<CardGroup cols={2}>
  <Card title="Integrations Page" icon="gear">
    Create email notifications from the Integrations page in your dashboard. Best for quick setup and managing all notifications in one place.

    **Best for:**

    * Quick setup for all forms or specific forms
    * Managing multiple notification rules
    * Simple recipient and template management

    [Set up via Integrations](#setting-up-email-notifications)
  </Card>

  <Card title="Workflows" icon="code-branch">
    Add email notifications as a destination in your workflows. Best for conditional sending and advanced automation.

    **Best for:**

    * Sending only for qualified leads
    * Including enriched data in emails
    * Conditional routing to different recipients

    [Set up via Workflows](#using-email-with-workflows)
  </Card>
</CardGroup>

## Setting Up Email Notifications

Follow these steps to create email notifications from the Integrations page in your dashboard.

### Step 1: Go to Integrations

<Steps>
  <Step title="Open your dashboard">
    Sign in to OrbitForms and go to your dashboard.

    `orbitforms.ai → Sign In`
  </Step>

  <Step title="Click &#x22;Integrations&#x22; in the sidebar">
    Find and click "Integrations" in the left navigation menu.

    `Left sidebar → Integrations`
  </Step>

  <Step title="Find Email Notifications">
    Scroll down or look for "Email Notifications" in the integrations list.

    `Click on Email Notifications card`
  </Step>
</Steps>

### Step 2: Create a New Notification

<Steps>
  <Step title="Click &#x22;Add Notification&#x22;">
    Click the "Add Notification" button to open the configuration modal.

    `Click "Add Notification" button`
  </Step>

  <Step title="Give it a name">
    Enter a descriptive name like "Sales Team Alerts" or "Support Inquiries".

    `Type in the Name field`
  </Step>

  <Step title="Choose which forms to apply to">
    Select "Global (All forms)" to notify on all submissions, or choose a specific form.

    `Click dropdown → Select form or Global`
  </Step>
</Steps>

<Info>
  **Global vs. Form-Specific**

  **Global** notifications fire for every form submission in your workspace. **Form-specific** notifications only fire for the selected form.
</Info>

### Step 3: Add Recipients

<Steps>
  <Step title="Click &#x22;Add team member...&#x22;">
    Click the dropdown to see available team members.

    `Click the recipients dropdown`
  </Step>

  <Step title="Select team members">
    Click on each team member you want to receive notifications. You can add multiple recipients.

    `Click on team member names`
  </Step>

  <Step title="Review your recipients">
    Selected recipients appear as tags above the dropdown. Click the X on any tag to remove them.

    `Review recipient tags`
  </Step>
</Steps>

<Warning>
  **Security:** For security reasons, only team members can receive email notifications. Need to add someone? Invite them to your team first.
</Warning>

### Step 4: Customize Your Email Template

<Steps>
  <Step title="Edit the subject line">
    Customize the email subject. The default is "New submission: \{\{form\_name}}".

    `Edit the Subject Line field`
  </Step>

  <Step title="Customize the message">
    Edit the email body. Use \{\{all\_responses}} to include all form fields.

    `Edit the Email Message field`
  </Step>

  <Step title="Insert variables">
    Click any variable button to insert it at your cursor position.

    `Click variable buttons like {{form_name}}`
  </Step>
</Steps>

### Step 5: Save and Activate

<Steps>
  <Step title="Ensure notification is active">
    Make sure the "Notification is active" toggle is enabled.

    `Toggle should be on (active)`
  </Step>

  <Step title="Click &#x22;Create Notification&#x22;">
    Click the button to save your notification. It will start working immediately.

    `Click "Create Notification" button`
  </Step>
</Steps>

<Tip>
  **Done!** Your email notification is now active. Submit a test form to verify it's working.
</Tip>

## Template Variables

Use these variables in your subject line and message to include dynamic content from form submissions:

| Variable            | Description                          |
| ------------------- | ------------------------------------ |
| `{{form_name}}`     | The name of the submitted form       |
| `{{all_responses}}` | All field values formatted as a list |
| `{{field.email}}`   | Value of the email field             |
| `{{field.name}}`    | Value of the name field              |
| `{{field.company}}` | Value of the company field           |
| `{{field.message}}` | Value of the message field           |

<Tip>
  Use `{{field.field_name}}` to reference any form field. Replace `field_name` with the field label (lowercase, spaces as underscores).
</Tip>

## Using Email with Workflows

For advanced use cases, add Email Notifications as a destination in your workflows. This gives you conditional control over which submissions trigger emails.

### Use workflows when you need to:

* Send emails only for qualified leads (after AI agent classification)
* Include enriched data in your emails (from Clay, Clearbit, etc.)
* Route different submissions to different recipients
* Use AI SDR analysis results in the email content
* Combine with other destinations like your CRM

### Adding Email to a Workflow

<Steps>
  <Step title="Create or open a workflow">
    Go to Workflows in your dashboard and create a new workflow or open an existing one.

    `Dashboard → Workflows → Create/Edit`
  </Step>

  <Step title="Add a trigger">
    Set up a Form Submission trigger for the form(s) you want to send emails for.

    `Add Trigger → Form Submission`
  </Step>

  <Step title="Add filtering or enrichment (optional)">
    Add AI Agent for qualification, Enrichment nodes, or Filter nodes as needed.

    `Add AI Agent, Enrichment, or Filter nodes`
  </Step>

  <Step title="Add Email destination">
    Click the + button and select "Email" from the destinations list.

    `+ Add Destination → Email`
  </Step>

  <Step title="Configure the Email node">
    Add recipients, customize subject and message. You can use enriched data from previous nodes.

    `Configure email settings`
  </Step>

  <Step title="Save and activate">
    Save your workflow and toggle it to Active. Emails will now flow through your workflow.

    `Save → Toggle Active`
  </Step>
</Steps>

### Example: Alert Sales for Hot Leads Only

A workflow that only emails your sales team for high-quality leads:

**Form Submission** → **AI Agent (Score)** → **Filter (Score > 80)** → **Email (Sales Team)**

## Testing Your Notifications

After setting up email notifications, verify they're working correctly:

<Steps>
  <Step title="Submit a test form">
    Fill out and submit your form with test data.
  </Step>

  <Step title="Check your inbox">
    Look for the notification email in your inbox. It should arrive within seconds.
  </Step>

  <Step title="Check spam folder">
    If you don't see it, check your spam/junk folder. Add [noreply@notifications.orbitforms.ai](mailto:noreply@notifications.orbitforms.ai) to your contacts.
  </Step>
</Steps>

## Troubleshooting

<Warning>
  **Not receiving emails?**

  Check your spam folder and add `noreply@notifications.orbitforms.ai` to your contacts. Verify the recipient email is correct and the notification is set to "Active".
</Warning>

<Warning>
  **Variables not working?**

  Make sure variable names match exactly. Use lowercase and underscores for field names. For example, "Full Name" becomes `{{field.full_name}}`.
</Warning>

<Warning>
  **Can't add a recipient?**

  Only team members can receive notifications. Invite them to your team first, then they'll appear in the recipient dropdown.
</Warning>

<Warning>
  **Duplicate emails?**

  Check if you have both an Integration-based notification AND a Workflow email node for the same form. Use one method or the other to avoid duplicates.
</Warning>

<Warning>
  **Want different recipients per form?**

  Create form-specific notifications. When adding a notification, select the specific form instead of "Global (All forms)". You can create multiple notifications for different forms with different recipients.
</Warning>

***

## Ready to Get Started?

Set up email notifications in minutes and never miss another form submission.

[Go to Integrations](https://orbitforms.ai/integrations)