Fillout custom email notifications

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How to send a custom email

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Send to an address from an answer

When an email’s recipient comes from a form answer, a URL parameter or a database record, it has to be exactly one email address. If it holds several addresses, or something that isn’t an email address, that recipient is skipped and nobody is told. Other recipients of the same email still get it. The same applies to form abandonment reminders. Addresses you type in yourself can still be a list separated by commas. Each CC and BCC entry takes one address, so add one entry per person.

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Send different messages based on responses

You can send a different message to a group of respondents depending on their answers. Choose Send email only if conditions match. Then, set up conditional logic by choosing a question followed by a condition. For example, we’ll send a custom email to those who responded Yes to Will you be attending the event? Now, only respondents who will attend the event will be receiving an email.

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Recipients and advanced settings

In the Recipients tab, Send to takes up to 3 email addresses, or 10 once your organization is verified. Expand Advanced to add CC, BCC, Reply to, From name and Attachments. You can attach files from File upload, Audio recording and Signature fields in that submission, or a PDF your form generates for it. Attachments can add up to 10 MB per email in total. Fillout adds the files in order and leaves out any file that would go over the limit, without a warning, and the email still sends with the other files. Files of 50 MB or more are never attached. Images are compressed first, so they use less of the limit.

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Remove a sender

To remove a Gmail, Outlook or SMTP account from Send email from, delete its connection under Settings, then Integrations. See Manage integrations. This can’t be undone, and forms that use the connection lose it.

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Send emails after a specified duration

You can opt to Send email after delay and Edit how much later you want to send it in minutes, hours, or days.

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Style your email

To customize the look of your message, go to Email. Select your preferred Style and Theme. Click the plus icon to add more elements. To change the text formatting and color, or add a hyperlink, highlight any text. You can add these blocks:

• Text - your message. To insert answers, URL parameters or calculations, hover over the block and click the plus icon.
• Image - an image, such as your logo, with an optional link. Upload it or paste its URL, then set its Alignment and Max height.
• Spacer - extra space between blocks.
• Button - set its Action to Open URL, or to Edit submission to open the respondent’s edit link.
• Submission overview - a summary of the answers. Learn more in Add a submission overview.

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Add a submission overview

Here’s a quick way to show your respondents a summary of their form submission. Under Format as, choose who the overview is for:

• Self-notification - includes URL parameters, scheduling details, unanswered questions and other hidden information.
• Respondent email - leaves that information out.

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Troubleshooting workflow emails

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The workflow won’t publish

If a step isn’t finished, Publish shows Workflow is incomplete and lists the steps to fix. Hover over a step to see what’s missing, like a subject, recipients or Send email from. If the workflow uses something your plan doesn’t include, you’ll see Your workflow includes features that aren’t in your plan. For example, the Before event starts trigger needs a Fillout Starter plan or above, and sending from notifications@fillout.com needs a Fillout Starter plan or above, or a verified account. Upgrade, or remove those features to continue.

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Changes don’t show up

Workflows have their own Publish button, separate from the form’s. After you edit a workflow, publish the workflow from the workflow editor, then publish the form too. That way respondents always get the latest version of both.

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The email comes from the wrong address

When you send from Gmail, the email always comes from the connected Google account’s own address. Aliases and Send mail as addresses, like a Google Group, can’t be used as the sender. To send from a shared address, connect that account directly, or use SMTP.

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Respondents get more than one email

Workflow emails, self-email notifications and respondent notifications all send separately. If more than one is on, people can get two emails for the same submission. Turn off the ones you don’t need.

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