Each form has its own two emails, both set in the right hand column of the builder.
Notification email (to you):
- "Email me each submission" is on by default.
- "Send to": leave it blank to use the site default, or type one or more addresses separated by commas, such as sales@example.com, office@example.com. The site default is "Default notification email" under Settings, Notifications. If that is blank too, your WordPress admin address is used.
- "Subject": "New submission: {form_title}" to begin with.
- "Reply-To = the submitter (hit Reply to answer them)" is on by default, so pressing Reply in your mail app writes to the visitor.
The email is plain text. It lists every answered field as Label: value, then a block headed "Where this lead came from" with the Source, Campaign, UTM source and medium, Referrer, Page, Device with browser and operating system, and how long the form took. An uploaded file appears as a private link that opens once you are logged in to your site.
Thank you email (to the visitor):
Tick "Send the submitter a thank-you email". It needs an Email address field on the form. The subject starts as "Thanks, we got your message", and the message starts as a short thank you that greets the visitor by name and lists their answers. Edit both freely.
- One email address receives at most 3 thank you emails an hour. A real visitor never needs more, and it means nobody can use your form to send mail to a stranger over and over. A thank you email held back this way is noted in the error log on the Diagnostics tab.
- Uploaded files appear by name only in the thank you email. The private download link is only ever sent to you.
Who your emails come from:
Open Settings, Notifications, "Who your form emails come from". Both the notification and the thank you email come from the name and address you set here.
- "From name": blank uses your site name.
- "From email": blank uses your WordPress admin email when it is on your site's own domain, otherwise info@ followed by your domain.
- Your emails never go out as "WordPress <wordpress@...>", which spam filters and people both distrust.
- If you type an address that is not on your site's own domain, a warning explains that many inboxes send mail like that to spam unless your host is set up to send for that domain. An address on your own domain is the safe choice.
- If an SMTP plugin on your site sets its own sender, that sender is kept.
The Diagnostics tab shows exactly who your emails will come from, under Emails, "Emails come from".
Merge tags:
Use these in either subject or in the thank you message:
- {form_title}: the form's name.
- {name}: the visitor's name. When there is none it becomes "there", so "Hi {name}" still reads well.
- {email}: the visitor's email.
- {source}: the traffic source, such as Organic search.
- {page_url}: the page the form was sent from.
- {all_fields}: every answered field as Label: value lines.
- {field:f3}: one single answer. Fields are numbered in the order they were first saved, f1 for the first, f2 for the second and so on, and a field keeps its number when you move it. You never have to work the number out: open the field's card in the builder and its tag is shown under "Merge tag for emails" with a "Copy" button.
Delivery:
Emails go out through your site's normal WordPress mail. If your site sends mail through an SMTP service, set up by ResultsAiX Mailer or by any SMTP plugin, these emails use the same route automatically. If plain WordPress mail from your host tends to land in spam, routing the site through an SMTP service is the cure. Any email your site fails to send is recorded in the error log on the Diagnostics tab, so you can see when and why.