Email Notifications in Zoho Forms send automated messages whenever a new form entry is received or an existing record is updated, whether that's alerting your own team or acknowledging the respondent themselves.
Setting Up an Email Template
- Go to Settings, then Email & Notifications, then Email.
- Choose either the New Record or Updated Record tab, depending on when you want the email to trigger, and click Configure.
- Write and format your message, inserting form field data directly into the content where needed.
- Save the template.
Note: A maximum of two email templates can be configured under New Record, for example one notifying your team internally and a separate one acknowledging the respondent. Files uploaded by respondents, including files, audio, video, or images, can be included as attachments, with a maximum of 20 attachments per notification.
Notifying Someone About an Updated Record
When configuring the Updated Record template, you can send the notification to whoever edited that entry by selecting Notify user who edits form response, or to the original respondent by including their email address in the To or CC fields, if the form was shared privately.
Changing the From Address
By default, the From address is the form owner's own email address. You can instead change it to notifications@zohoforms.com, add a secondary address, or use a colleague's address if they belong to your Zoho Forms organisation or a Zoho group you're an admin or moderator of.
Important when changing the From address: Always use a valid, existing email address. Using an invalid or non-existent address risks the notification being flagged as spam, which is exactly the outcome you're trying to avoid with a respondent acknowledgement email.
Who Can Set This Up
Super admins, admins, and any user with edit permission on the specific form can configure email notifications for it.
More Advanced Options
- Trigger notifications conditionally, based on the specific answers submitted in the form
- Attach the full form submission as a PDF
- Include a link letting respondents edit their own submitted response
Need help? 1 Cloud Consultants can help you set up email notification templates in Zoho Forms, including conditional triggers and correctly configured sender addresses.
Book a discovery call with 1 Cloud Consultants.