> For the complete documentation index, see [llms.txt](https://docs.dapta.ai/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.dapta.ai/dforms/account/notifications.md). # Notification emails (account templates) Edit the two account-wide submission emails in dForms: the new submission notice and the respondent confirmation. Turn each one on or off, choose who receives the notice, rewrite the subject and body, dForms sends two emails when a form is submitted: one to you, and one to the person who answered. Both are written once for the whole workspace and every form uses them, unless that form overrides them from its **Connect** tab. This page is where you edit the workspace-wide copy. > **⚠️ Note:** Only admins and owners of the workspace can edit these templates. Members see the notice **Only admins and owners of this workspace can edit its notification emails.** *** **Step 1:** Click your name at the bottom of the left menu to open the account menu, then choose **Notifications** under **Account settings**. You land on **Account settings** with the **Notifications** tab selected.

The Notifications tab of Account settings showing the New submission notice card with its Send this email switch, the Send to list, Subject and Body — Notifications sits next to Workspaces, Brand kit, Public page and Preferences. The **Managing** chip above the card names the workspace these templates belong to.

The page holds two cards, and that is the complete list of emails dForms sends about submissions: | Email | When it is sent | | --------------------------- | ---------------------------------------------------------------------------------------------------------------------------- | | **New submission notice** | Sent to you when someone submits a form: to the addresses in **Send to**, or to the workspace owner when that list is empty. | | **Respondent confirmation** | Sent to the respondent to confirm you received their answers. | *** **Step 2:** Use the **Send this email** switch to decide whether the email goes out at all. The helper text reads **Turn off to stop sending this email entirely.** Turning it off stops that email for every form in the workspace. *** **Step 3:** Choose who gets the **New submission notice** under **Send to**. Click **Add address**, type an email, and repeat for up to five addresses. Each address receives its own copy of the email.

The Send to block of the New submission notice with two email addresses in their rows, a remove button on each row and the Add address button — Up to five addresses. With none, the notice goes to the workspace owner.

* With no address in the list, the card says **No addresses yet, so this email goes to the workspace owner.** * An address with a typo is marked in its own row with **Enter a valid email address.**, and the card cannot be saved until you fix or remove it. * The **Respondent confirmation** has no list: it always goes to the email address found in the answers. *** **Step 4:** Rewrite the **Subject** and the **Body**. Both are plain text boxes, and both start out holding the default copy so you can edit rather than write from scratch. The stock copy looks like this: | Email | Subject | Body | | --------------------------- | ------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------ | | **New submission notice** | `New submission: {{formName}}` | `You have a new submission on "{{formName}}".` then `From:`, `Score:` and `Outcome:` lines, the answers (`{{answers}}`) and a `View submissions:` line | | **Respondent confirmation** | `We got your responses: {{formName}}` | `Thanks: we've recorded your responses to "{{formName}}".` | A line whose variables all come out empty is left out of the email, so a form without scoring never sends an empty `Score:` line. *** **Step 5:** Add a variable anywhere in the subject or the body. Under **Available variables** the helper text reads **Click a variable to insert it. Each is replaced with the real value when the email is sent.** Click a chip and it drops into the field you were last typing in. **Preview** below shows the finished email with sample values, so you can see the result before you save.

The Available variables chips of the New submission notice, from Form name to Answers, and the Preview box with sample answers, with the Save changes button — **Available variables** inserts a placeholder, **Preview** renders the email with sample values, answers included.

To see it full size, click the expand icon in the top right corner of **Preview**. It opens a mock inbox with the email as it arrives: sender, subject, and the answers laid out as a two-column table.

The expanded email preview: a mock inbox showing the sender, the subject and the body, with the answers in a table — The same preview, full size. It uses sample answers, never real ones.

| Variable | Chip | What it becomes | | --------------------- | -------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------- | | `{{formName}}` | **Form name** | The name of the form. | | `{{respondentEmail}}` | **Respondent email** | The email address found in the answers. | | `{{score}}` | **Score** | The score, when the form scores. | | `{{outcomeLabel}}` | **Outcome** | The label of the outcome the respondent landed in. | | `{{formLink}}` | **Submissions link** | A link to the form's **Submissions** page in the dashboard. Only offered on the **New submission notice**. | | `{{answers}}` | **Answers** | Every answered question with its answer, one per line, as the respondent saw the question. In the HTML version of the email it is a two-column table. | The **New submission notice** exists to carry the answers, so when its body does not include `{{answers}}` the card keeps a notice on screen: **This email does not include {{answers}}, so the answers will not be in it. Insert the Answers variable to add them.** > **💡 Tip:** Anything that is not one of these six variables is left exactly as you typed it, braces included. If a variable comes out empty in a real email, the form simply had nothing to put there (no score, no outcome, no email question). *** **Step 6:** Click **Save changes**. The chip in the top right of the card switches from **Using default** to **Customized**, which is how you tell at a glance whether an email still carries the stock copy. A saved **Send to** list also counts as customized.

The New submission notice card with a rewritten subject, the Customized chip and the Reset to default button — Once you save your own copy the chip reads **Customized** and **Reset to default** becomes the way back.

*** **Step 7:** To undo your edits, click **Reset to default**. A confirmation asks **Reset this email's subject and body to the default copy?** Confirm with **Reset to default** and the card returns to the stock subject and body. The **Send this email** switch and the **Send to** list are not touched by a reset. *** ## Which copy an email actually uses Each field is resolved in this order: 1. The form's own override, set on that form's **Connect** tab. 2. The account template on this page. 3. The stock copy that ships with dForms. In practice a form either follows this page or has its own copy: **Customize for this form** on the form's **Connect** tab copies the switch, the subject and the body into the form together, and from then on they stop following this page. A form with no override follows whatever you write here. **Send to** is the exception: a customized form keeps following the account list until you change the addresses on the form. The stock copy exists in English and in Spanish. The **New submission notice** uses the language the workspace owner chose in [Preferences](/dforms/account/preferences.md), or English when they chose none. The **Respondent confirmation** uses the language the respondent saw the form in. The moment you save your own subject or body, that exact text is sent instead, in whichever language you wrote it. > **⚠️ Note:** The address the emails are sent from is set by the deployment. It is not editable per account or per form. *** ## Overriding these emails for one form Open a form, go to its **Connect** tab and scroll to **Emails**. Each card there shows **Using the account template** or **Custom for this form**, with a muted **Subject:** preview underneath. * **Customize for this form** copies the current template into that form and opens the same editor you used here, **Send to** included. While the form follows the account list, the card says **Following the account list. Editing it here sets one for this form only.** * **Use account template** removes the form's copy. It asks **Remove this form's custom copy and go back to the account template?** first. The footnote on that section points back to this page: the account-wide templates live in **Settings → Notifications**. Full details are in [Submission emails](/dforms/connect/emails.md). *** ## What's next * [Submission emails](/dforms/connect/emails.md): the per-form overrides and the email delivery history. * [Brand kit (workspace-wide)](/dforms/design/brand-kit.md): the other setting that applies to every form at once. * [Members & roles](/dforms/account/members-and-roles.md): who is allowed to edit these templates. * [Preferences (language)](/dforms/account/preferences.md): the language the owner notice is written in. --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation by asking a question. Perform an HTTP GET request on the following URL with the `ask` and `goal` query parameters: ``` GET https://docs.dapta.ai/dforms/account/notifications.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is what the user is ultimately trying to achieve, the reason they need the answer. Sharing it helps GitBook give you a better, more relevant answer. A goal is most helpful when it describes the outcome the user wants rather than restating the question. For example, with `ask=how do I create an API token`, a goal like `automate deployments from our CI pipeline` lets GitBook tailor the answer to that use case. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.