Understanding Notifications, Autoresponders, and Digests in FORMEPIC #
FORMEPIC’s email system is built around three distinct email types, each engineered for specific communication scenarios. This intelligent separation ensures that you can handle immediate team notifications, respondent confirmations, and periodic reporting without overlap or confusion. Whether you need instant alerts, automated thank-you messages, or scheduled summaries, FORMEPIC’s email types give you precision control over when and how communication happens.
The power of having three separate email types lies in their specialized functionality. Notification emails keep your team informed the moment submissions arrive, with support for multiple recipients and instant delivery. Autoresponder emails create a professional respondent experience by acknowledging submissions automatically, with the ability to include file attachments for delivering resources or digital products. Digest emails provide the big-picture view by consolidating activity into scheduled reports, complete with statistical insights and submission summaries.
Understanding when to use each email type transforms how you communicate through your forms. This guide breaks down the characteristics, use cases, and configuration options for each type, helping you choose the right communication strategy for every scenario.
Notification Emails #
Purpose: Instant alerts sent to your team or administrators when new form submissions are received.
Key Characteristics #
Instant Delivery – Sent immediately upon form submission without delay
Multiple Recipients – Send to unlimited email addresses (comma-separated)
Team-Focused – Designed for internal team communication and awareness
Submission Details – Includes all submitted field values in the email body
High Priority – Ensures time-sensitive responses are never missed
Best Use Cases #
Customer Support Forms
Alert support teams instantly when customers submit help requests, enabling fast response times and better customer satisfaction.
Sales Lead Capture
Notify sales representatives immediately when leads submit contact forms, allowing quick follow-up while interest is high.
Order Notifications
Inform fulfillment teams when new orders are placed, streamlining order processing and reducing delays.
Event Registrations
Alert event coordinators when registrations are received, helping manage capacity and attendee communication.
Job Applications
Notify hiring managers instantly when candidates apply, accelerating the recruitment process.
Contact Form Submissions
Ensure inquiries reach the right department or person immediately for prompt responses.
Emergency or Urgent Requests
Critical for time-sensitive situations where immediate awareness is essential.
Configuration Options #
Notification Recipients (Required)
Enter one or multiple email addresses separated by commas:
john@company.com, sarah@company.com, team@company.comEmail Provider Integration (Required)
Select your connected email service provider from the dropdown
From Name (Required)
The sender name that appears in the recipient’s inbox (e.g., “FORMEPIC Alerts”)
From Email (Required)
The email address the notification comes from (must be verified with your provider)
Reply-To Email (Optional)
Where replies should go if different from the From Email
Subject Line (Required)
Customize with dynamic field insertion:
New {Form Type} Submission from {Name}Message Content (Required)
Use rich text formatting and field insertion to create informative notifications. Include submission details, timestamps, or next action steps.
Enable/Disable Toggle
Turn notification emails on or off without losing your configuration
Field Insertion in Notifications #
Personalize notification content by inserting form field values:
- Respondent Information – Name, email, phone number
- Submission Details – Order numbers, quantities, preferences
- Form Metadata – Form title, submission timestamp
- Custom Fields – Any field you’ve added to your form
Example Notification:
Subject: New Contact Form - {Company Name}
You have a new contact form submission:
Name: {Full Name}
Email: {Email Address}
Company: {Company Name}
Message: {Message}
Form: {Form Title}
Submitted: [Timestamp]Multiple Recipients Strategy #
Department Distribution:
sales@company.com, sales-manager@company.comRole-Based Addresses:
support@company.com, alerts@company.comIndividual Team Members:
john@company.com, sarah@company.com, mike@company.comAll recipients receive identical notification emails simultaneously.
Autoresponder Emails #
Purpose: Automated confirmation emails sent directly to form respondents after they submit.
Key Characteristics #
Respondent-Focused – Sent to the person who filled out the form
Instant Confirmation – Acknowledges receipt of their submission immediately
Email Field Dependent – Requires the respondent to provide an email address in a designated field
File Attachment Support – Can include PDF, DOCX, images, or other file types
Branded Experience – Creates a professional first impression with customizable content
Personalized Content – Use field insertion to personalize messages with respondent data
Best Use Cases #
Order Confirmations
Send instant confirmation with order details, payment information, and what to expect next.
Lead Magnet Delivery
Automatically deliver e-books, whitepapers, guides, or resources immediately after form submission.
Event Ticket Distribution
Send confirmation emails with attached event tickets, QR codes, or calendar invites.
Application Acknowledgments
Confirm receipt of job applications, scholarship requests, or program registrations.
Newsletter Subscriptions
Welcome new subscribers with a confirmation email and introduction to your content.
Download Delivery
Provide download links or attach digital products after purchase forms.
Appointment Confirmations
Confirm scheduled appointments with details and preparation instructions.
Survey Thank You Messages
Show appreciation to survey participants and share next steps or incentive details.
Registration Confirmations
Confirm class registrations, webinar sign-ups, or course enrollments.
Configuration Options #
Respondent Email Field (Required)
Select which email field from your form should receive the autoresponder. This field must be filled out by the respondent for the autoresponder to send.
Email Provider Integration (Required)
Choose your connected email service provider
From Name (Required)
Your organization or brand name (e.g., “FORMEPIC Team”, “Customer Success”)
From Email (Required)
The email address the autoresponder comes from (verified with provider)
Reply-To Email (Optional)
Where recipients should send replies (e.g., support@company.com)
Subject Line (Required)
Personalize with respondent data:
Thank you {Name}, we received your submission!Message Content (Required)
Craft a warm, branded message using rich text formatting and field insertion. Include:
- Thank you message
- What happens next
- Expected response time
- Contact information
- Resources or helpful links
Attachments (Optional)
Upload and attach files to deliver with the email:
- PDFs (guides, e-books, documents)
- Images (event tickets, certificates)
- Documents (forms, agreements)
- Compressed files (resource bundles)
Enable/Disable Toggle
Control autoresponder sending without deleting configuration
File Attachment Capabilities #
Supported Providers:
Most modern email providers support attachments including Resend, SendGrid, Mailgun, Postmark, Brevo, Mailjet, Elastic Email, and Mailchimp Transactional.
Upload Process:
- Click Add Attachment or upload button
- Select files from your computer
- Files are stored securely in your form’s storage
- Attachments are delivered with every autoresponder email
File Size Limits:
Typically 10-25 MB per email depending on your provider. For larger files, consider hosting them externally and including download links instead.
Multiple Attachments:
Add multiple files to a single autoresponder email for comprehensive resource delivery.
Personalization Examples #
Simple Thank You:
Subject: Thank you for contacting us
Hi {Name},
Thank you for reaching out! We've received your message and will get back to you within 24 hours.
Best regards,
The {Company Name} TeamOrder Confirmation:
Subject: Order Confirmation - #{Order Number}
Hi {Name},
Your order has been confirmed!
Order Details:
- Order Number: {Order Number}
- Amount: {Payment Amount}
- Payment Method: {Payment Method}
We'll send a shipping confirmation when your order ships.Lead Magnet Delivery:
Subject: Your free guide is attached!
Hi {Name},
Thank you for your interest! As promised, your free guide is attached to this email.
We hope you find it valuable. If you have any questions, feel free to reply to this email.Digest Emails #
Purpose: Scheduled summary reports of form activity sent periodically (daily, weekly, or monthly).
Key Characteristics #
Scheduled Delivery – Sent automatically on your chosen schedule
Activity Summaries – Consolidates multiple submissions into one email
Statistical Insights – Includes metrics like completion rates, abandonment rates, viewer counts
Configurable Frequency – Choose daily, weekly, or monthly delivery
Multiple Recipients – Send to team members or stakeholders (comma-separated)
Time Period Context – Clearly indicates the reporting period covered
High-Level Overview – Perfect for managers and stakeholders who need the big picture
Best Use Cases #
Performance Monitoring
Track form performance metrics over time without checking manually every day.
Team Updates
Keep entire teams informed with regular summaries of submission activity.
Executive Reporting
Provide leadership with periodic updates on form activity and engagement metrics.
Weekly Team Meetings
Have data ready for weekly reviews with consolidated submission summaries.
Monthly Performance Reviews
Track progress month-over-month with detailed activity reports.
Client Reporting
Share regular updates with clients about campaign performance or lead generation.
Low-Volume Forms
For forms that don’t receive constant submissions, digest emails prevent inbox clutter while ensuring you stay informed.
Campaign Analysis
Monitor marketing campaign responses without being overwhelmed by individual notifications.
Configuration Options #
Digest Frequency (Required)
Choose how often digest emails are sent:
- Daily – Sent every day at the specified time
- Weekly – Sent once per week on the chosen day
- Monthly – Sent once per month on the chosen date
Delivery Time (Required)
Set the time of day for digest delivery (e.g., 9:00 AM)
Day Selection (Required for Weekly/Monthly)
- Weekly – Choose day of week (Monday through Sunday)
- Monthly – Choose day of month (1-31)
Digest Recipients (Required)
Enter one or multiple email addresses (comma-separated):
manager@company.com, team-lead@company.com, analytics@company.comEmail Provider Integration (Required)
Select your connected email service provider
From Name (Required)
Sender name for the digest (e.g., “FORMEPIC Reports”)
From Email (Required)
Email address for the digest sender
Reply-To Email (Optional)
Where recipients should send replies
Subject Line (Required)
Use field insertion for dynamic subject lines:
Submissions Digest - {Form Title} - [Time Period]Message Content (Required)
Customize the digest message with statistical placeholders and formatting. Default includes:
- Unique Viewers count
- Starters count
- Completions count
- Abandons count
- Completion Rate percentage
- Abandon Rate percentage
Enable/Disable Toggle
Control digest scheduling without losing configuration
Statistical Placeholders #
Digest emails automatically populate these placeholders with real data:
[Number] Placeholders:
- Unique Viewers – How many unique visitors viewed the form
- Starters – How many began filling out the form
- Completions – How many successfully submitted
- Abandons – How many started but didn’t complete
[Percentage] Placeholders:
- Completion Rate – Percentage of starters who completed
- Abandon Rate – Percentage of starters who abandoned
[Time Period] Placeholder:
- Automatically shows the date range covered by the digest
- “the past day”, “the past week”, “the past month”
Frequency Examples #
Daily Digest at 8 AM:
- Frequency: Daily
- Time: 08:00
- Perfect for high-activity forms needing daily monitoring
Weekly Digest on Monday at 9 AM:
- Frequency: Weekly
- Day: Monday
- Time: 09:00
- Ideal for team meeting preparation
Monthly Digest on the 1st at 10 AM:
- Frequency: Monthly
- Day: 1
- Time: 10:00
- Great for monthly performance reviews
Customization Example #
Subject: Weekly Digest - {Form Title}
Here is your digest of recent submissions for {Form Title} for the past [Time Period].
Summary:
- Unique Viewers: [Number]
- Starters: [Number]
- Completions: [Number]
- Abandons: [Number]
- Completion Rate: [Percentage]%
- Abandon Rate: [Percentage]%
Recent Submissions: [Number]
Please visit your dashboard for detailed response data and additional insights.
Best regards,
{Company Name} TeamChoosing the Right Email Type #
Use Notification Emails when:
- You need instant awareness of submissions
- Multiple team members need to stay informed
- Time-sensitive responses are required
- Internal communication is the priority
Use Autoresponder Emails when:
- You want to confirm receipt to respondents
- You’re delivering digital products or resources
- You need to provide immediate next steps
- Professional respondent experience matters
Use Digest Emails when:
- You want periodic summaries instead of constant alerts
- You’re monitoring trends over time
- High-volume forms would create too many individual notifications
- Stakeholders need regular reporting
Combine Multiple Types:
You can enable all three email types simultaneously for comprehensive communication:
- Notifications for your team
- Autoresponders for respondents
- Digests for stakeholders
This ensures everyone receives the right information at the right time in the right format.
Requirements #
To use any email type:
- Connected email provider integration – Required for all email types
- Verified sender email – Required by most providers for deliverability
- Email field in form (for autoresponders only) – Respondent must provide their email
- Valid recipient addresses – For notifications and digests
Tips and Tricks #
Notification Email Optimization:
- Use clear, scannable subject lines
- Include the most critical information first
- Add direct links to view full submission details
- Consider setting up filters or labels in your inbox
Autoresponder Best Practices:
- Keep subject lines warm and personal
- Set clear expectations about response time
- Include contact information for questions
- Make attachments relevant and valuable
- Test autoresponders before launching forms
Digest Email Strategy:
- Choose frequency based on submission volume
- Schedule for times when recipients are most likely to review
- Include actionable insights, not just numbers
- Link to dashboard for detailed analysis
- Consider different frequencies for different stakeholders
Multi-Email Type Strategy:
- Notifications: Send to support team for immediate action
- Autoresponder: Confirm receipt to respondent with resources
- Digest: Weekly summary to managers for oversight
Provider Selection:
- Use the same provider across all email types for consistency
- Ensure provider supports needed features (attachments for autoresponders)
- Monitor provider delivery rates and adjust if needed
Important Notes #
⚠️ Email Types Are Independent – Each email type operates separately. Enabling one does not affect the others.
⚠️ Autoresponder Dependencies – Autoresponders will only send if the respondent provides an email in the designated email field.
⚠️ Digest Timing – Digest emails only send if there were new submissions during the reporting period. Empty digests are not sent.
⚠️ Test Mode Impact – Submissions made in Test Mode do not trigger any email types.
⚠️ Provider Limitations – Some providers have sending limits. Verify your plan supports your expected volume.
⚠️ Attachment Support – Only autoresponder emails support attachments. Notifications and digests cannot include attached files.
Common Issues & Troubleshooting #
Problem: Not sure which email type to use
- Solution: Notifications for team alerts, autoresponders for respondent confirmation, digests for periodic summaries. You can enable multiple types simultaneously.
Problem: Autoresponder not sending
- Solution: Verify the respondent filled out the designated email field. If the field is optional, some respondents may skip it.
Problem: Digest email not arriving
- Solution: Check if there were new submissions during the reporting period. Digest emails only send when there’s new activity. Verify the schedule settings and time zone.
Problem: Too many notification emails
- Solution: Consider switching to digest emails for high-volume forms, or filter notification emails into a dedicated folder.
Problem: Want to send notifications to different recipients for different scenarios
- Solution: Use conditional logic with automations to create sophisticated routing rules based on form responses.
Problem: Attachments not sending with autoresponders
- Solution: Verify your email provider supports attachments. Check file sizes are within provider limits. Ensure files uploaded successfully.
Problem: Digest statistics seem inaccurate
- Solution: Digest statistics are calculated from response metadata. Verify forms are properly configured and submissions are being tracked correctly.
Related Features #
- How to Send Emails in FORMEPIC – Overview of the email system and provider setup
- How to Customize Email Templates – Detailed customization options for email content
- How to Test Email Notifications Before Launch – Testing procedures for all email types
- Automations – Advanced email routing and conditional sending
- SMS Notifications – Alternative to email notifications via text message
