Form Notification Rules

Notification rules send an email (and an in-app notification) to a recipient when a form response is created or updated. You can combine several rules — for example one to everyone in a group and a specific one to a named person — and limit each rule with conditions matched against fields in the form.

When to use this

• You want a handler to be alerted automatically when a new case is created
• A user group should get notifications but only for specific types of responses
• The creator of the response should get a confirmation in their inbox
• A person picked in a User field should get the notification — for example the case owner

How it works

A notification rule has two parts:

1. Recipient (subscriber) — who should get the notification.
2. Conditions (filter) — when the notification should be sent. If left empty, the notification fires for every saved response.

When a form response is saved, every active rule is evaluated. The notification is sent for each rule whose conditions match.

Find notification settings

Open Notifications from the form menu. You'll see all current subscribers.

Add a recipient

Click Add subscriber and pick a type:

Type	Description
User	Send to one or more named applet users.
User group	Send to every member of a user group.

There are also two automatic subscriber types that appear based on the form's fields:

Type	Description
Created by	Send to the user who created the response.
User field	Send to the user picked in a User field on the form. Created automatically when you add a User field to the form.

TIP

The Created by subscriber is useful for confirmations to whoever filled in the form — for example "Thanks for your submission".

Conditions on a rule

Open the subscriber's menu and pick Filter to narrow when the notification should be sent. Add conditions matching against fields in the form — the notification is only sent if all conditions are met.

Available operators depend on the field type:

• Text, email, and URL fields — Equals, Not equals, Empty, Not empty, Contains, Doesn't contain.
• Numeric fields — Equals, Not equals, Empty, Not empty, Greater than, Less than.
• Date and date/time — Equals, Not equals, Empty, Not empty, Before, After, Within, Not within.
• Single and multiple choice — Equals, Not equals, Empty, Not empty, Contains, Doesn't contain.

TIP

Add multiple conditions on the same rule for AND logic. If you need OR — create multiple rules with the same recipient but different conditions.

Edit and delete a subscriber

Click the three dots next to a subscriber to open its menu:

• Edit filter — update the conditions.
• Delete — remove the subscriber entirely.

Example

Scenario: You have a support form where the person creating the case should get a confirmation, the support group should be notified of all new cases, and the operations manager should only be notified when Severity = High.

1. Add subscriber Created by — no conditions. Whoever fills in the form always gets a confirmation.
2. Add subscriber User group = Support — no conditions. The whole support group is notified of every new case.
3. Add subscriber User = Operations manager with the condition Severity = High. The operations manager is only notified for urgent cases.

Tips

TIP

Use the User field subscriber for dynamic routing. When someone picks a handler in a User field, the notification goes to that exact person — without you having to hard-code the recipient list.

TIP

Combine subscribers and conditions for targeted flows — for example "send to the HR group when Category = Personnel issue" and "send to Created by always".

Common mistakes

WARNING

Notification rules without conditions fire for every saved response. For high-volume forms, add conditions so that only relevant events trigger notifications.

WARNING

A user being a subscriber doesn't mean they have permission to see the response. The notification links to the response, but without permission the recipient can't open it.

WARNING

Users who have turned off notifications in their own settings won't receive rule-based notifications through the disabled channel. See Applet Users for how those settings work.