How to Test Email Notifications Before Launch

Verify your email configuration works perfectly before going live #

Testing email notifications before launch is the essential final step that separates successful email implementations from problematic ones. When you test thoroughly, you catch configuration errors, formatting issues, and delivery problems before they affect real users or your team’s workflow. FORMEPIC’s built-in test email functionality makes it easy to send real test emails to yourself or team members, allowing you to verify every aspect of your email configuration—from subject line personalization to attachment delivery—all without creating actual form submissions.

The consequences of skipping email testing can be significant. Recipients might receive broken formatting, missing field values, incorrect sender information, or emails might not arrive at all. Worse, autoresponders with broken download links or missing attachments create negative first impressions with customers. Notification emails with misconfigured recipients mean missed leads or support requests. Testing eliminates these risks, giving you confidence that when your form goes live, your email communications will work flawlessly from the very first submission.

Beyond basic functionality verification, testing helps you optimize email content for different devices and email clients, check deliverability to ensure messages don’t land in spam, and confirm that dynamic field insertion populates correctly. This guide provides comprehensive testing procedures for all three email types—notifications, autoresponders, and digests—along with troubleshooting guidance and best practices for ensuring email success.

Why Test Email Notifications? #

Prevent Live-Environment Issues #

Catch Configuration Errors:

• Incorrect email provider credentials
• Missing or invalid sender email addresses
• Wrong recipient addresses
• Unverified sender domains

Verify Field Insertion:

• Dynamic fields populate correctly
• Field values display as expected
• Statistical placeholders work (digests)
• Special characters render properly

Confirm Formatting:

• Rich text formatting displays correctly
• Links work and point to correct destinations
• Images load (if included)
• Layout adapts to different screen sizes

Test Deliverability:

• Emails arrive in inbox (not spam)
• Sender reputation is healthy
• Provider configuration is correct
• Authentication records are properly set

Optimize User Experience #

For Team (Notifications):

• Information is clear and actionable
• Critical details are immediately visible
• Email formatting aids quick scanning
• Links to dashboard work correctly

For Respondents (Autoresponders):

• Tone and branding are appropriate
• Next steps are clearly communicated
• Attachments download successfully
• Contact information is accurate

For Stakeholders (Digests):

• Statistics provide meaningful insights
• Format facilitates quick review
• Schedule timing makes sense
• Content matches expectations

Save Time and Avoid Embarrassment #

Testing catches mistakes that would otherwise:

• Create confusion for recipients
• Require apologetic follow-up emails
• Damage professional reputation
• Waste support time fixing issues
• Lose customer confidence

Prerequisites for Testing #

Before you can test emails, ensure these requirements are met:

1. Email Provider Connected #

You must have at least one email provider integration configured:

Check Status:

1. Open form in Builder
2. Navigate to Email tab
3. Look for Email Provider Integration section
4. Verify a provider is listed in the dropdown

If No Provider:

1. Click Add Integration or Connect Provider
2. Select provider type
3. Enter credentials
4. Save provider
5. Select it in email settings

2. Email Configuration Saved #

The email type you want to test must be fully configured and saved:

Required Fields:

• Email Provider Integration (selected)
• From Name
• From Email
• Subject Line
• Message Content
• Type-specific fields:
• Notifications: Recipient email(s)
• Autoresponders: Email field selection
• Digests: Frequency, time, recipient(s)

Save Process:

1. Complete all required fields
2. Click Save Settings button
3. Wait for confirmation
4. Test email button becomes enabled

3. Valid Test Email Address #

Have a valid email address ready for testing:

Best Practices:

• Use your own email for initial tests
• Use team members’ emails for broader testing
• Test with different email providers (Gmail, Outlook, etc.)
• Avoid using the same “From Email” as test recipient

Testing Notification Emails #

Notification emails alert your team when form submissions are received.

Step-by-Step Testing Process #

Step 1: Configure Notification Settings

1. Open form in Builder
2. Navigate to Email tab
3. Click Notifications sub-tab
4. Toggle Enable Notification Emails on
5. Select email provider integration
6. Configure all required fields:

• From Name (e.g., “FORMEPIC Alerts”)
• From Email (verified address)
• Reply-To Email (optional)
• Notification Recipients (your test email)
• Subject Line (with or without field insertion)
• Message Content (with or without field insertion)

Step 2: Save Configuration

1. Scroll down and click Save Settings
2. Wait for success confirmation
3. Verify no validation errors appear

Step 3: Send Test Email

1. After saving, locate Send Test Email button
2. Click the button
3. Enter your test recipient email address

• Default is pre-filled with notification recipient
• You can change to any email address

1. Click Send Test Email in dialog

Step 4: Verify Delivery

1. Check your inbox within 1-2 minutes
2. Also check spam/junk folder
3. Verify all details are correct

What to Verify in Notification Test #

Email Arrival:

• ✓ Email arrived in inbox (not spam)
• ✓ Delivery time was reasonable (under 2 minutes)
• ✓ Email wasn’t blocked by provider

Sender Details:

• ✓ From Name displays correctly
• ✓ From Email matches configuration
• ✓ Reply-To is set if configured

Subject Line:

• ✓ Subject displays as configured
• ✓ Field insertions show placeholder format (in test emails)
• ✓ No truncation or formatting issues

Message Content:

• ✓ Formatting renders correctly
• ✓ Paragraph breaks are preserved
• ✓ Bold, italic, and other styling works
• ✓ Lists display properly
• ✓ Links are clickable and go to correct destinations
• ✓ Field placeholders are visible

Test Email Indicator:

• ✓ Subject includes “[TEST]” prefix
• ✓ Body indicates it’s a test email
• ✓ Orange border highlights test status

Mobile View:

• ✓ Open email on mobile device
• ✓ Verify readability and formatting
• ✓ Ensure links are tappable

Testing with Multiple Recipients #

If your notification goes to multiple team members:

1. Initial Test: Send to just yourself first
2. After Verification: Update recipients field to include all actual recipients
3. Final Test: Send test to all recipients
4. Confirm: Each recipient receives and reviews the test
5. Address Issues: Fix any problems before going live

Testing Autoresponder Emails #

Autoresponder emails confirm receipt to form respondents.

Step-by-Step Testing Process #

Step 1: Configure Autoresponder Settings

1. Open form in Builder
2. Navigate to Email tab
3. Click Autoresponders sub-tab
4. Toggle Enable Autoresponder on
5. Select email provider integration
6. Configure all required fields:

• Email field selection (which form field receives the autoresponder)
• From Name (e.g., “FORMEPIC Team”)
• From Email (verified address)
• Reply-To Email (support address recommended)
• Subject Line (personalized recommended)
• Message Content (warm, branded tone)
• Attachments (if applicable)

Step 2: Add Attachments (Optional)

1. Scroll to Attachments section
2. Click Add Attachment button
3. Upload test file(s)
4. Verify file appears in list

Step 3: Save Configuration

1. Scroll down and click Save Settings
2. Wait for success confirmation
3. Verify no validation errors appear

Step 4: Send Test Email

1. After saving, locate Send Test Email button
2. Click the button
3. Enter your test recipient email address
4. Click Send Test Email in dialog

Step 5: Verify Delivery and Attachments

1. Check your inbox within 1-2 minutes
2. Check spam/junk folder if not in inbox
3. Verify all details are correct
4. Download and open each attachment

What to Verify in Autoresponder Test #

Email Arrival:

• ✓ Email arrived in inbox (not spam)
• ✓ Delivery time was immediate (under 1 minute)
• ✓ Email client recognized sender

Sender Details:

• ✓ From Name appears friendly and professional
• ✓ From Email is from your domain
• ✓ Reply-To is set to support/help email

Subject Line:

• ✓ Subject is warm and welcoming
• ✓ Personalization works (if using fields)
• ✓ Tone matches brand voice

Message Content:

• ✓ Greeting is appropriate
• ✓ Confirmation message is clear
• ✓ Next steps are clearly communicated
• ✓ Contact information is accurate
• ✓ Formatting renders professionally
• ✓ Links work correctly
• ✓ Tone is consistent with brand

Attachments (if included):

• ✓ Attachment is present in email
• ✓ File name is correct
• ✓ File downloads successfully
• ✓ File opens and displays correctly
• ✓ File size is appropriate
• ✓ Multiple attachments all deliver (if applicable)

Test Email Indicator:

• ✓ Subject includes “[TEST]” prefix
• ✓ Orange border indicates test status
• ✓ Body shows test email notification

Mobile View:

• ✓ Email is readable on mobile
• ✓ Attachments can be downloaded on mobile
• ✓ Formatting adapts appropriately

Testing Autoresponder Attachments #

Attachments require extra verification:

File Integrity:

• Download each attachment
• Open with appropriate software
• Verify content is complete and correct
• Check that it’s the intended version

Cross-Provider Testing:
Test attachment delivery across email providers:

• Gmail (web, mobile app)
• Outlook (web, desktop, mobile)
• Apple Mail (Mac, iPhone)
• Other providers your audience uses

File Size Verification:

• Check attachment doesn’t exceed provider limits
• Verify download speed is reasonable
• Consider hosting large files externally if needed

Testing Digest Emails #

Digest emails provide scheduled summaries of form activity.

Step-by-Step Testing Process #

Step 1: Configure Digest Settings

1. Open form in Builder
2. Navigate to Email tab
3. Click Digests sub-tab
4. Toggle Enable Digest Emails on
5. Select email provider integration
6. Configure all required fields:

• Digest Frequency (daily, weekly, monthly)
• Delivery Time
• Day Selection (weekly/monthly)
• Digest Recipients (your test email)
• From Name (e.g., “FORMEPIC Reports”)
• From Email (verified address)
• Reply-To Email (optional)
• Subject Line (with Form Title placeholder)
• Message Content (with statistical placeholders)

Step 2: Save Configuration

1. Scroll down and click Save Settings
2. Wait for success confirmation
3. Verify no validation errors appear

Step 3: Send Test Email

1. After saving, locate Send Test Email button
2. Click the button
3. Enter your test recipient email address

• Default is pre-filled with digest recipient
• You can change to any email address

1. Click Send Test Email in dialog

Step 4: Verify Statistical Placeholders

1. Check your inbox within 1-2 minutes
2. Verify statistical placeholders are present
3. Check format and layout

What to Verify in Digest Test #

Email Arrival:

• ✓ Email arrived in inbox
• ✓ Delivery was prompt
• ✓ Didn’t go to spam

Sender Details:

• ✓ From Name indicates it’s a digest/report
• ✓ From Email matches configuration
• ✓ Professional tone

Subject Line:

• ✓ Subject indicates digest nature
• ✓ Time period placeholder present (in test)
• ✓ Form Title placeholder present (in test)

Message Content:

• ✓ Statistical placeholders are visible
• [Number] placeholders for counts
• [Percentage] placeholders for rates
• [Time Period] placeholder
• ✓ Layout facilitates quick scanning
• ✓ Formatting enhances readability
• ✓ Dashboard link is present and works

Statistical Format:

• ✓ Placeholders clearly marked as test values
• ✓ Layout would accommodate real numbers
• ✓ Percentages and numbers properly formatted

Test Email Indicator:

• ✓ Subject includes “[TEST]” prefix
• ✓ Body indicates test status
• ✓ Placeholders show example format

Schedule Configuration:

• ✓ Frequency setting is correct (daily/weekly/monthly)
• ✓ Time setting matches expectations
• ✓ Day setting is correct (weekly/monthly)

Understanding Digest Test Limitations #

Important: Test digest emails show placeholder formatting but not real statistics because no actual reporting period has passed.

What Test Shows:

• Email delivery works
• Layout and formatting are correct
• Placeholder positions are appropriate
• Content flows logically

What Test Doesn’t Show:

• Real statistical calculations
• Actual submission data
• Live reporting period values

Recommendation:
After going live, monitor the first few scheduled digest emails to verify statistics populate correctly with real data.

Testing Across Email Clients #

Email clients render HTML differently. Test in multiple environments:

Desktop Email Clients #

Gmail (Web):

• Most common email client
• Generally good HTML support
• Test attachments download correctly

Outlook (Web and Desktop):

• Microsoft rendering engine
• Sometimes renders differently
• Important for business communications

Apple Mail (Mac):

• Excellent HTML support
• Native to Mac users
• High-quality rendering

Yahoo Mail:

• Still widely used
• Test if your audience uses it

Other Clients:
Test any clients your audience commonly uses

Mobile Email Clients #

Mobile View Critical:
Most emails are opened on mobile devices first

iOS Mail (iPhone/iPad):

• Test on actual devices
• Check readability and formatting
• Verify links are tappable

Gmail App (iOS/Android):

• Test on both platforms
• Verify attachment access
• Check image loading

Outlook App (iOS/Android):

• Business communication standard
• Test download functionality

Cross-Client Testing Process #

1. Send test to your email
2. Open on desktop web browser (Gmail, Outlook)
3. Open on desktop email client (if you use one)
4. Open on mobile browser (Gmail mobile web)
5. Open on mobile email app (native apps)
6. Document any issues
7. Adjust formatting as needed
8. Re-test problem areas

Testing Deliverability #

Deliverability ensures emails reach inboxes, not spam folders.

Spam Folder Checks #

After Test Email Sends:

1. Check inbox first (1-2 minutes)
2. If not there, check spam/junk folder
3. If in spam, mark “Not Spam” or “Not Junk”
4. Investigate why it was flagged

Common Spam Triggers:

• Unverified sender domain
• Spam trigger words in subject/body
• Excessive caps or punctuation
• Broken formatting or suspicious links
• Poor sender reputation
• Missing authentication records (SPF, DKIM)

Sender Reputation #

Domain Verification:
Most providers require verifying your sender domain:

1. Add DNS records provided by email provider
2. Verify domain in provider dashboard
3. Use verified domain in From Email

Authentication Records:
Configure SPF, DKIM, and DMARC for your domain:

• SPF – Identifies authorized sending servers
• DKIM – Adds digital signature to emails
• DMARC – Instructs receivers on handling failures

Check your email provider’s documentation for setup guidance.

Delivery Time #

Expected Delivery Times:

• Notifications: 1-2 minutes
• Autoresponders: Under 1 minute
• Test Emails: 1-2 minutes

If Delayed:

• Check provider status page for issues
• Verify provider credentials are correct
• Review provider sending limits
• Check sender domain verification

Common Test Issues & Solutions #

Test Email Button is Disabled #

Problem: Cannot click Send Test Email button

Solutions:

• Save your email configuration first
• Verify all required fields are filled
• Check that email provider is selected
• Ensure email type is enabled (toggle on)
• Refresh the page if button remains disabled

Test Email Validation Errors #

Problem: Errors appear when trying to save or test

Common Errors:

• “Email Provider Integration is required” → Select provider
• “From Email is required” → Enter sender email
• “Subject is required” → Enter subject line
• “Message content is required” → Add message content
• “Invalid email format” → Check email addresses
• “Recipient email is required” → Enter recipient

Solution:
Review error messages, fill missing fields, correct invalid entries, then save again.

Test Email Not Arriving #

Problem: Test email doesn’t arrive in inbox or spam

Solutions:

1. Wait longer – Allow up to 5 minutes for delivery
2. Check spam folder – Thoroughly check junk/spam
3. Verify email address – Confirm address is correct
4. Check provider status – Provider might have issues
5. Review credentials – Provider credentials might be wrong
6. Check sending limits – Provider might limit test emails
7. Try different recipient – Rule out recipient issues
8. Check provider logs – Look for delivery errors in provider dashboard

Formatting Issues #

Problem: Email formatting appears broken or wrong

Solutions:

• Simplify formatting – Remove complex styling
• Avoid pasting from Word – Use plain text or editor
• Test across clients – Verify consistency
• Use semantic HTML – Headers, paragraphs, lists
• Check for broken tags – Ensure HTML is valid
• Remove inline styles – Use editor toolbar instead

Field Placeholders Don’t Replace #

Problem: Field insertion badges remain as {Field Name} instead of values

Explanation:
In test emails, placeholders intentionally show as badges to verify insertion worked. They will be replaced with actual values in real emails sent after live submissions.

What to Verify:

• Placeholders appear in correct positions
• Correct field names are referenced
• Badge format is intact

Real Submission Behavior:
When real form submissions trigger emails, these badges are replaced with actual submitted values.

Attachments Not Delivering #

Problem: Autoresponder attachments missing or won’t download

Solutions:

1. Verify provider supports attachments – Check provider documentation
2. Check file size – Must be under provider limit (typically 10-25 MB)
3. Verify upload succeeded – Ensure file appears in attachments list
4. Try different file – Rule out file-specific issues
5. Test different email client – Some clients handle attachments differently
6. Change provider – Some providers have better attachment support
7. Host externally – For large files, use external hosting + links

Emails Going to Spam #

Problem: Test emails consistently land in spam folder

Solutions:

1. Verify sender domain – Complete domain verification
2. Configure authentication – Set up SPF, DKIM, DMARC
3. Avoid spam triggers – Remove caps, urgency, spam words
4. Use professional tone – Avoid marketing-heavy language
5. Check sender reputation – Verify with mail-tester.com
6. Contact provider – They may need to warm up your domain
7. Change From Email – Try using different sender address

Best Practices for Email Testing #

Pre-Launch Testing Checklist #

Before enabling any email type, complete:

• [ ] Email provider connected and verified
• [ ] Sender domain verified with provider
• [ ] All required fields filled correctly
• [ ] Field insertion used properly (Insert Field button)
• [ ] Subject line is clear and professional
• [ ] Message content formatted and proofread
• [ ] Links tested and work correctly
• [ ] Test email sent to yourself
• [ ] Test email checked in inbox and spam
• [ ] Formatting verified on desktop
• [ ] Formatting verified on mobile
• [ ] Tested in multiple email clients
• [ ] Attachments downloaded and verified (autoresponders)
• [ ] Statistical placeholders visible (digests)
• [ ] Recipient addresses verified
• [ ] Schedule settings confirmed (digests)
• [ ] Team members tested if multiple recipients
• [ ] Deliverability confirmed (not spam)

Testing Workflow #

Recommended Process:

1. Configure – Set up all email settings
2. Save – Save configuration
3. Test Self – Send test to your own email
4. Review – Check all details carefully
5. Fix Issues – Address any problems found
6. Test Team – Send to team members if applicable
7. Cross-Client – Test in different email clients
8. Mobile – Verify mobile experience
9. Document – Note any remaining quirks
10. Go Live – Enable with confidence

Ongoing Monitoring #

After Going Live:

First Few Submissions:

• Monitor delivery of first real emails
• Verify field values populate correctly
• Confirm no deliverability issues
• Check recipient feedback

First Scheduled Digest:

• Verify digest sends on schedule
• Check that real statistics populate
• Confirm format accommodates actual data
• Validate recipient receipt

Regular Checks:

• Periodically send test emails
• Monitor deliverability over time
• Update content as needed
• Watch for provider issues

Requirements #

To test email notifications:

1. Active form – Form must be created and saved
2. Connected email provider – Provider integration configured
3. Verified sender domain – Domain verified with email provider (recommended)
4. Saved email configuration – All required fields completed and saved
5. Valid test email address – Your own email for receiving tests

Tips and Tricks #

Testing Efficiency:

• Test immediately after configuration to catch errors early
• Keep a testing checklist to ensure consistency
• Document issues and solutions for future reference
• Test before major form launches or campaigns

Multi-Recipient Testing:

• Start with just yourself
• Expand to close team members
• Finally test with all actual recipients

Attachment Testing:

• Test largest files first to check size limits
• Try different file types (PDF, DOCX, images)
• Download on multiple devices
• Verify file integrity after download

Subject Line Testing:

• Test with and without field insertion
• Check truncation at different lengths
• Preview in various email clients
• Consider A/B testing different versions

Content Testing:

• Read aloud to catch awkward phrasing
• Click every link to verify destinations
• Check on actual mobile devices, not just simulators
• Have someone else review for clarity

Deliverability Testing:

• Use mail-tester.com to check spam score
• Test from different sender addresses
• Monitor provider delivery reports
• Gradually increase sending volume

Schedule Testing (Digests):

• Verify time zone settings
• Confirm day-of-week or day-of-month
• Set reminder to check first scheduled delivery
• Document expected delivery times

Important Notes #

⚠️ Test Emails vs. Real Emails – Test emails show field placeholders as badges. Real emails (after live submissions) replace placeholders with actual values.

⚠️ Test Mode Impact – Forms in Test Mode don’t trigger real email sending. Only test emails via the “Send Test Email” button will be sent. Toggle Test Mode off to enable automatic email sending.

⚠️ Digest Test Limitations – Digest test emails show placeholder format but not real statistics. Monitor first scheduled digest for real data verification.

⚠️ Provider Warm-Up – New email provider accounts may need gradual sending volume increases to establish good reputation. Start with test emails and gradually increase.

⚠️ Daily Sending Limits – Many providers limit daily sending volume. Excessive testing may count against limits.

⚠️ Save Before Testing – Always save configuration before clicking Send Test Email. Unsaved changes won’t be included in test.

Common Issues & Troubleshooting #

Problem: Test email arrives but formatting is broken

• Solution: Simplify your formatting. Remove complex styling. Avoid pasting from Word or external sources. Use the rich text editor’s toolbar for all formatting. Test across multiple email clients to identify client-specific issues.

Problem: Field placeholders remain as {Field Name} in test

• Solution: This is normal behavior for test emails. Placeholders intentionally remain as badges to show insertion worked. In real emails after live submissions, these will be replaced with actual values.

Problem: Cannot send test email – button is grayed out

• Solution: Save your configuration first. Verify all required fields are completed. Check that email provider integration is selected. Ensure the email type is enabled (toggle is on). Refresh the page if button remains disabled.

Problem: Attachments work in test but not in live emails

• Solution: Verify your email provider supports attachments for your account tier. Check file size limits. Review provider-specific attachment requirements. Consider using a different provider known for reliable attachment delivery.

Problem: Test succeeds but real emails after submission don’t send

• Solution: Verify form is not in Test Mode. Check that email type is still enabled. Confirm field dependencies (email field for autoresponders). Review provider sending limits. Check for provider credential or configuration changes.

Problem: Digest test email doesn’t show real statistics

• Solution: Test digest emails intentionally show placeholder format, not real statistics. Wait for first scheduled digest after going live to verify real data population. If real digests still show placeholders, check database for submission data.

Problem: Multiple test emails going to spam

• Solution: This indicates deliverability issues. Verify sender domain is properly verified. Configure SPF, DKIM, and DMARC authentication. Remove spam trigger words from content. Avoid excessive caps and punctuation. Contact your email provider for sender reputation assistance.

Problem: Want to test without adding form submissions

• Solution: Use the “Send Test Email” button – it sends test emails without creating form submissions. This is the correct way to test email configuration without affecting your submission data.