How to Send Emails in FORMEPIC

Master email delivery for your forms, polls, quizzes, and surveys #

Sending emails in FORMEPIC transforms your forms into powerful communication tools. Whether you need to notify your team instantly when responses arrive, thank respondents automatically, or receive periodic summaries of submissions, FORMEPIC’s integrated email system handles it all seamlessly. With support for multiple email provider integrations—including SMTP, SendGrid, Mailgun, Resend, and more—you maintain complete control over your email delivery infrastructure while FORMEPIC takes care of the technical complexity.

The beauty of FORMEPIC’s email system lies in its flexibility and reliability. Connect your preferred email service provider once, then configure different email types for different purposes. Send instant notifications to multiple team members, create branded autoresponders with file attachments, or schedule digest emails that summarize activity over time. Every email is customizable with dynamic field insertion, rich formatting, and your own branding—ensuring consistent, professional communication with every submission.

Beyond simple email delivery, FORMEPIC provides intelligent features like field-based personalization, conditional sending based on form responses, test email functionality, and comprehensive delivery tracking. This means you can create sophisticated email workflows without writing a single line of code, while maintaining the professional quality your audience expects.

Understanding FORMEPIC’s Email System #

FORMEPIC offers three distinct email types, each designed for specific communication needs:

1. Notification Emails #

Instant alerts sent to your team when form submissions are received. Perfect for time-sensitive responses, team coordination, and immediate awareness of new submissions.

2. Autoresponder Emails #

Automated thank-you messages sent directly to form respondents. Ideal for confirming receipt, providing next steps, sharing resources, or delivering digital products with file attachments.

3. Digest Emails #

Scheduled summaries of form activity sent daily, weekly, or monthly. Excellent for periodic reporting, team updates, and high-level overview of submission trends with statistical insights.

Connecting an Email Provider #

Before sending emails, you’ll need to connect an email service provider to FORMEPIC.

Step 1: Access Email Settings

1. Open your form, poll, quiz, or survey in the Builder
2. Navigate to the Email tab in the settings panel
3. You’ll see tabs for Notifications, Autoresponders, and Digests

Step 2: Add Email Provider Integration

1. In any email type tab, look for the Email Provider Integration section
2. Click Add Integration or Connect Provider
3. Choose your email service from the available options:

• SMTP – Universal email protocol (works with any email service)
• SendGrid / Twilio – Popular transactional email service
• Mailgun – Developer-friendly email API
• Amazon SES – AWS email service
• Resend – Modern email API with great deliverability
• Mailchimp Transactional (Mandrill) – Mailchimp’s transactional service
• Mailjet – European email service provider
• Brevo (Sendinblue) – All-in-one marketing platform
• Postmark – Focused on transactional email delivery
• Elastic Email – Cost-effective email service
• Google Workspace – Gmail for business
• Microsoft 365 – Outlook for business

Step 3: Enter Provider Credentials

1. Provide a Provider Name (e.g., “Company Emails”)
2. Enter the required credentials for your chosen provider:

• API-based providers typically require just an API key
• SMTP providers need host, port, username, and password
• OAuth providers (Google, Microsoft) require OAuth credentials

1. Click Save Provider

Step 4: Select Provider for Email Settings

1. Once saved, your provider appears in the Email Provider Integration dropdown
2. Select it for each email type you configure
3. The same provider can be used across all email types

Configuring Email Types #

After connecting a provider, configure each email type according to your needs.

For Notification Emails: #

1. Navigate to the Notifications tab
2. Toggle Enable Notification Emails on
3. Select your email provider integration
4. Configure sender details, recipient emails, subject, and message
5. Click Save Settings

For Autoresponder Emails: #

1. Navigate to the Autoresponders tab
2. Toggle Enable Autoresponder on
3. Select your email provider integration
4. Choose which email field from your form should receive the autoresponder
5. Configure sender details, subject, message, and optional attachments
6. Click Save Settings

For Digest Emails: #

1. Navigate to the Digests tab
2. Toggle Enable Digest Emails on
3. Select your email provider integration
4. Choose frequency (daily, weekly, or monthly)
5. Set delivery time and day preferences
6. Configure sender details, recipient emails, subject, and message
7. Click Save Settings

Email Sender Configuration #

All email types require these core sender details:

From Name
The name that appears as the sender (e.g., “FORMEPIC Team”, “Customer Support”)

From Email
The email address the message comes from. This should be an address you own and have verified with your email provider.

Reply-To Email (Optional)
If specified, replies to your email will go to this address instead of the From Email.

Subject Line
The email subject line. Can include dynamic field values using field insertion.

Message Content
The email body content. Supports rich text formatting and dynamic field insertion.

Recipient Configuration #

Notification Recipients #

Send to one or multiple email addresses (comma-separated):

john@company.com, sarah@company.com, alerts@company.com

Autoresponder Recipients #

Automatically sent to the email address provided in the selected form field. The respondent receives the email at the address they submitted.

Digest Recipients #

Send to one or multiple email addresses (comma-separated), similar to notifications.

Dynamic Content with Field Insertion #

Personalize emails by inserting form field values directly into your subject lines and messages.

How to Insert Fields:

1. Place your cursor where you want the field value to appear
2. Click the Insert Field button
3. Select the field from the dropdown list
4. A placeholder badge appears: {Field Name}
5. When the email sends, this badge is replaced with the actual submitted value

Common Use Cases:

• “Thank you {Name} for your submission!”
• “New submission from {Company Name}”
• “Your order #{Order Number} has been received”
• “Payment of {Payment Amount} via {Payment Method} processed”

Available Fields:

• All form fields you’ve created
• Special form-level fields:
• {Form Title} – Your form’s name
• {Time Period} – Time range covered (digest emails)
• [Number] – Statistical placeholders (digest emails)
• [Percentage] – Rate placeholders (digest emails)

Rich Text Formatting #

The email message editor supports comprehensive formatting options:

• Text Styling – Bold, italic, underline, strikethrough
• Headers – Multiple heading levels for structure
• Lists – Bulleted and numbered lists
• Links – Hyperlink text to websites
• Alignment – Left, center, right, justify
• Colors – Text and background colors
• Images – Embed images directly (for supported providers)

Use these formatting tools to create professional, branded email templates that match your organization’s style.

File Attachments (Autoresponders Only) #

Autoresponder emails support file attachments, perfect for:

• Sending e-books, PDFs, or guides
• Delivering digital products after purchase
• Providing resources, forms, or documentation
• Sharing event tickets or confirmations

Adding Attachments:

1. In the Autoresponders tab, scroll to Attachments
2. Click Add Attachment or the upload button
3. Upload files from your computer or select from your form’s file storage
4. Multiple files can be attached to a single autoresponder
5. Files are delivered directly with the email

Supported File Types:
All common file types are supported: PDF, DOCX, XLSX, PNG, JPG, ZIP, and more.

Provider Support:
Most email providers support attachments (Resend, SendGrid, Mailgun, Postmark, Brevo, Mailjet, Elastic Email, Mailchimp Transactional). SMTP and Amazon SES have limited support, while OAuth providers (Google Workspace, Microsoft 365) require additional configuration.

Requirements #

Before setting up emails in FORMEPIC:

1. Active email service provider account – Sign up with your chosen provider (Resend, SendGrid, Mailgun, etc.)
2. API credentials or SMTP details – Obtain from your provider’s dashboard
3. Verified sender domain – Many providers require domain verification for deliverability
4. At least one email field in your form (for autoresponders) – Ensure your form collects email addresses

Tips and Tricks #

Improve Email Deliverability:

• Use a verified custom domain instead of generic addresses
• Keep subject lines clear and under 50 characters
• Test emails before launching to catch issues
• Avoid spam trigger words (free, urgent, click here)

Optimize Content:

• Use field insertion to personalize every message
• Keep notification emails concise for quick scanning
• Make autoresponders warm and branded
• Include clear next steps or calls-to-action

Manage Multiple Recipients:

• Use comma-separated emails for team notifications
• Create role-based email addresses (support@, alerts@)
• Consider digest emails instead of per-submission notifications for high-volume forms

Provider Selection:

• Resend – Excellent developer experience and modern API
• SendGrid – Robust features and detailed analytics
• SMTP – Maximum compatibility but requires technical setup
• Mailgun – Great for developers with powerful API
• Amazon SES – Cost-effective for high volume

Test Before Launch:

• Always send test emails to verify formatting
• Check how emails appear on mobile devices
• Verify dynamic field insertion works correctly
• Confirm attachments deliver properly (autoresponders)

Important Notes #

⚠️ Email Provider Required – You cannot send emails until an email provider integration is connected and selected.

⚠️ Sender Email Verification – Most email providers require you to verify ownership of the “From Email” address. This typically involves clicking a verification link sent to that address.

⚠️ Daily Sending Limits – Email providers often have daily sending limits. Check your provider’s plan to ensure it meets your volume needs.

⚠️ Spam Compliance – Always include a way for recipients to unsubscribe from autoresponders. Follow CAN-SPAM and GDPR requirements.

⚠️ Test Mode vs. Live Mode – Form submissions in Test Mode will not trigger emails. Toggle Test Mode off to enable email sending.

⚠️ Field Dependencies – Autoresponders require at least one email field in your form. The email will only send if the respondent provides an email address in the selected field.

⚠️ Attachment Size Limits – Email providers typically limit attachment sizes to 10-25 MB per email. Large files may need to be hosted externally and linked instead.

Common Issues & Troubleshooting #

Problem: Emails are not sending

• Solution: Verify your email provider integration is properly connected and selected in the email settings. Check that Test Mode is turned off for the form. Ensure the email type (notification, autoresponder, or digest) is enabled.

Problem: “No email provider configured” error

• Solution: Add an email provider integration first, then select it in the Email Provider Integration dropdown for your email type.

Problem: Recipients not receiving emails

• Solution: Check spam/junk folders. Verify sender email is verified with your provider. Confirm recipient email addresses are correctly formatted. Review your provider’s sending logs for bounce or delivery errors.

Problem: Field values not showing in emails

• Solution: Ensure you used the “Insert Field” button rather than typing field names manually. Verify the form field exists and has been filled out in the submission.

Problem: Test email button is disabled

• Solution: Save your email settings first before testing. Ensure all required fields are filled out (provider, from email, subject, message).

Problem: Autoresponder not sending

• Solution: Verify the respondent provided an email address in the selected email field. Check that the email field is not optional or hidden conditionally. Confirm the autoresponder is enabled.

Problem: Emails look broken or unformatted

• Solution: Use the rich text editor for formatting rather than pasting from external sources. Test how emails appear in different email clients. Avoid complex HTML or CSS if possible.

Problem: Digest emails not arriving on schedule

• Solution: Verify the digest time zone matches your expectations. Ensure there have been new submissions since the last digest. Check that the digest is enabled and has valid recipient addresses.

Problem: Attachments not delivering (autoresponders)

• Solution: Verify your email provider supports attachments. Check file size is under provider limits. Ensure files were uploaded successfully before sending. Try a different provider if issues persist.

Problem: Multiple notifications for one submission

• Solution: This typically happens when multiple notification settings are enabled or misconfigured. Review your notification settings and disable duplicates.

Related Features #

• Automations – Set up workflow automations that trigger when specific conditions are met
• Webhooks – Send form data to external services via webhooks for advanced integrations
• SMS Notifications – Send text message alerts alongside or instead of emails
• Push Notifications – Enable browser push notifications for instant alerts