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✉️Submission emails

The two emails a form sends when someone completes it: the new submission notice and the respondent confirmation. Follow the account template or write custom copy for one form, insert variables, previ

Every completed submission can trigger two emails:

  • New submission notice: "Sent to you when someone submits a form."

  • Respondent confirmation: "Sent to the respondent to confirm you received their answers."

Both start from the templates saved for your workspace, and any single form can break away and use its own copy. This page covers the per-form side, in the editor's Connect tab. The workspace-wide copy lives in Notification emails (account templates).

⚠️ Note: Both emails are sent for completed submissions only. A partial submission never triggers them. The confirmation is also skipped when no answer in the submission looks like an email address, since there is nobody to send it to.

Step 1: Open the form in the editor, click the Connect tab and scroll to Emails. Each card shows which copy it is using right now, a preview of its subject line, and a Customize for this form button.

The Emails section of the Connect tab with the New submission notice and Respondent confirmation cards, each marked Using the account template
Two cards, one per email. The badge reads Using the account template or Custom for this form.

Step 2: Click Customize for this form on the email you want to change. The card opens into an editor with Send this email, Subject and Body.

The New submission notice editor with the Send this email switch, a custom Subject and a custom Body written with variables
Write the copy for this form. Send this email turns the email off entirely for this form.
Control
What it does

Send this email

"Turn off to stop sending this email entirely." Leave it on unless you want silence for this form.

Subject

The subject line. Variables are allowed.

Body

The message. Plain text, line breaks are kept.

Available variables

Click a variable to insert it at the cursor.

Preview

The same copy rendered with sample values, updated as you type.

Use account template

Drops the custom copy and follows the workspace template again.

Save changes

Saves the copy for this form. You will see Notification email saved.

Step 3: Insert variables instead of typing values by hand. Under Available variables the editor explains: "Click a variable to insert it. Each is replaced with the real value when the email is sent."

The Available variables buttons and the Preview panel showing the subject and body rendered with sample values
Click a variable to drop it in. Preview shows the result as you type.
Variable
Becomes

{{formName}}

Form name

{{respondentEmail}}

Respondent email

{{score}}

Score

{{outcomeLabel}}

Outcome

{{formLink}}

Form link

💡 Tip: Preview always uses sample values (a sample form name, lead@acme.io, a score of 15, the outcome "Qualified"), not answers from this form. It is there to show where each variable lands, not to show a real submission.

Anything that is not one of these five variables is left exactly as you typed it, so a stray {{firstName}} would arrive in the inbox as literal text. Stick to the buttons and you cannot get it wrong.

Step 4: Click Save changes. The badge on the card flips to Custom for this form, and from now on this form ignores the account template for that email.

To go back, click Use account template and confirm Reset email template: "Remove this form's custom copy and go back to the account template?"

The Reset email template confirmation dialog with Cancel and Use account template buttons
Confirming deletes this form's custom copy. The workspace template is untouched.

Which copy wins

Each email resolves field by field, in this order:

  1. This form's custom copy, when the card says Custom for this form.

  2. The account template, saved in Settings → Notifications for the whole workspace.

  3. The built-in copy shipped with Dapta Forms, when nobody has changed anything.

So a form can override just the subject in practice by customizing that email, while every other form in the workspace keeps following the account template. Changing the account template later never overwrites a form that has its own copy.

⚠️ Note: Editing this copy, on a form or for the workspace, is limited to workspace admins and owners. See Members & roles.

Email history

The Email history panel at the bottom of the Emails section counts what this form has sent. Click View history for the list: "The last deliveries this form made, newest first."

The Email history dialog listing two Delivered rows, submission_received and submission_confirmed, with timestamps
One completed submission, two emails: the notice to you and the confirmation to the respondent.

  • submission_received is the new submission notice, submission_confirmed is the respondent confirmation.

  • The pill on the left is the status: Delivered, In progress, Failed or Skipped.

  • Refresh re-reads the list without closing the dialog; Close dismisses it.

A Skipped row is normal and usually means there was nothing to send to: no email address in the submission, or the email switched off. Failures are retried automatically, so there is no resend button. See Delivery, retries & history.

Good to know

  • Emails never hold up a respondent. They are queued after the submission is stored, so a slow mail provider cannot break your form.

  • The sender address is set by the Dapta Forms deployment. It cannot be changed per workspace or per form today.

  • The New submission notice goes to the workspace owner's address, not to a list you choose.

  • Deleting a form also removes its custom email copy.

What's next

PreviousTracking & pixels
NextDelivery, retries & history

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