First off if you are reading this congratulations because you have a WordPress powered website with Gravity Forms installed on it. GF is an amazing plugin for WordPress, without question the most powerful and amazing forms plugin you could have on your website.

Below I will take you step by step through the process you will need to go through to update your Gravity Forms notifications settings.

Your notifications settings are a screen of settings inside each form that govern who will be alerted to the form submission. This can be your prospect (form submitter), or perhaps a specific team member in your organisation who is tasked with handling all queries from a certain area.

Step 1: Login to your wp-admin dashboard

This is simple, go to http://www.YOURDOMAIN.com/wp-admin

Step 2: Click on the Forms menu item in the left hand navigation panel

On the left side of your dashboard you will see a menu that looks somewhat like the image above.

Step 3: Locate the form you want to update from the list of forms

Step 4: Edit “Admin Notification”

This is the default notification that Gravity Forms sets up. This might be labelled something else, or you might find multiple notifications set up. Either way the mechanisms are the same.

Click on the label as per the image above.

Step 5: Edit notification settings as desired

Below I have taken a screen grab of the Notification Settings screen which I will break down item by item below.

Having clearly thought through what it is you want to have happen when a user submits the form is absolutely essential before you get into tackling these settings.  For example some questions you need to have answers for are:

  1. Is it a case that you want the email to just be sent to one person or multiple people?
  2. Are they all in your organisation or are some parties external?
  3. Do you want everyone to be able to see who else got the notifications?
  4. Does the notification need to go to a different person depending on answers submitted?

Below I’m going to outline what each setting does so that you can understand the possibilities.

Send To…

Enter Email – this is exactly what it sounds like. You can input an email address or you can use a tag. This is the most popular option and likely what your website is set to.

By default it comes pre-populated with {admin_email} which will send the notifications to the email address you specified in your website settings.
( wp-admin dashboard > Settings > General )

Select Field – If you have multiple email address fields in your form you can select which one receives a notification.

This is useful if you wanted to set up a form on a page where you wanted to encourage your website users to “Tell their friends about this…”.

Routing – This option is where Gravity Forms really moves into a league of it’s own. Inside this option is great power because it introduces logic to route your notifications!

Let me give you a very basic example of how this might be utilised. Lets say you had a contact form and the form at the top had a drop down menu item asking the user to select what department could help them: Sales, Billing or Support. Underneath that is a text area where they can put in details of their problem/issue/comment, to let you know.

Now inside of your organisation different people look after each of those areas, so you want an email to be sent to the right person depending on what your website user chooses.

So, to continue the above example, when setting up notifications we would add details in a similar fashion to those in the image above.

Then you would click the little + sign at the end which would open up a new row so that you could also add rules in for Sales and Billing. Now no matter what choice your user makes on the form, their comments will be routed to the right resource inside your organisation.

From Name…
and From Email…

This is simply whom the form appears to be sent from. You could set this to the same value (i.e. Website Contact Us Form) or you can use merge tags to dynamically put in the person’s name or email based on what they’ve filled out the form with.

In the image above we have: {Name (First):1.3} {Name (Last):1.6}

As complex as that looks, for our form this will dynamically send emails to us from the submitters first and second name.

NB: These values will be different on your forms. Click the Merge Fields button to the right side of the field. DO NOT simply copy the values from this post as they won’t work.

NB: These merge fields are available on most fields in Gravity Forms and you can always access them by simply clicking the button highlighted with an arrow in the image above.

The field below From Name operates in exactly the same fashion but this is for the email address you want the form to show up from.

NOTE: There is an issue some email systems have where if you assign the same email address in this From Email field, as you have in the To: field the email will not get delivered. Office365 is particularly guilty of this. If your website’s main admin email is [email protected] for example, we recommend you use a [email protected] or something like that for your From Email. In this scenario you will want to label the From Name field something that your recipient will recognise.

Reply To…

In most cases you will want to leave this the same address as the From Email field above. However there may be situations where it is advantageous to have somebody different receive the email from the email address that sent the email. The only instances of this I have seen however were with marketing automation type work.

BCC:…

This is where you add any email addresses you want to carbon copy in on the notification email’s contents. This is the field to use if you are sending your notifications to multiple people and you don’t want the original submitter of the form to be aware of all those email addresses.

In most cases this is the field you will want to use to avoid confusion and potential SPAM issues down the road.

Subject…

This is fairly self explanatory I think. You can use merge fields here to personalise should you wish.

Message

Again this is fairly self explanatory. You have a full WYSIWYG editor and you can use merge tags in your message body so really anything is possible here.

Auto-Formatting

Just leave this un-ticked unless you experience formatting issues with your emails being sent.

Conditional Logic

This is form wide conditional logic where you can create rules that go something like:

Send this notification email is X form field had Y selected

This can be useful if you are receiving a lot of notification emails and you want to reduce the volume. So for example you could ask a user what their age is and if you only want to receive emails from 20 -35 year olds because you know they are the only one’s who buy your products, you can set the form up to only notify your sales resources if they selected that age range.

Conclusion

That wraps up my guide to the Notification Settings of a form in Gravity Forms. If you have any questions please ask them in the comments.

Have you used Gravity Forms? Any difficulties? Please let us know in the comments below…