Email step

An Email step sends an email each time the workflow reaches it. New steps start with the form’s title as the subject and All answers as the body, so they work as a notification straight away.

Settings

• Connection: Nextforms (system), the built-in sender, or an email connection you’ve added (Gmail, Outlook, your own SMTP server, Mailgun or Amazon SES).
• To: who receives it (see below).
• Subject and Body: the body supports bold, italics, links and lists. Both can include answers and details of the response; see Answers in steps.

Who you can email

With the built-in sender, you pick recipients from a list: your team members, your verified addresses and, on Pro, the respondent (one of the form’s Email questions). These limits keep the built-in sender for notifications and replies, not for mailing lists:

• At most 10 emails per submission through the built-in sender, counted across all of the form’s workflows.
• Free plans can verify up to 3 addresses outside the team.

Replies go to the team’s owner, and the email comes from your team’s name via Nextforms.

With your own email connection, type any addresses, separated by commas, or insert an answer, like the respondent’s email. The email comes from your own address, and none of the limits above apply.

Good to know

• The Response link variable leads to your dashboard. The editor warns you when an email to the respondent includes it, since they can’t open it.
• Files aren’t attached; an upload question shows how many files were sent, and a signature shows “Signed”. To pass the files on, use Notion, Airtable or a connected app.
• When an email can’t be sent, the run shows why; see Runs and fixing failures.