Notifications

Flow Forms tells the right people about a submission without anyone having to remember to. Most notifications happen on their own, driven by the form's workflow; when you need more, you add a Send Notifications trigger to the workflow and choose exactly who hears about what.

#What Sends Automatically

The workflow itself generates notifications as a submission moves:

You do not set any of this up; it follows from the flow steps you build. Reminders and automations are their own thing, created per submission or by a trigger.

#Where Notifications Arrive

Every notification lands in the Notification Center (under your name in the sidebar), always. Email and text messages are additional, and each user controls their own:

• Email goes out when the user's profile has Receive Email turned on and a valid address.
• Text messages go to the phone number on the user's profile, when Receive Text Messages is turned on and the flow step has SMS enabled. Flow Forms never texts a number typed into a form field; only user profiles.

So if someone says they never got an email, check their profile switches before checking the workflow.

#SMS opt-out and opt-in

Replying STOP to any Flow Forms text message stops all of them, regardless of the profile switch. Replying START to the same number turns them back on.

#Sending More with the Send Notifications Trigger

When the automatic notifications are not enough — a department inbox that should hear about every approval, a confirmation to the submitter at the end — add a trigger:

1. Go to Admin → Forms and open the form.
2. Scroll to Flow Steps and click Add Step → Trigger.
3. Choose Send Notifications.
4. Pick when it should run, who to notify, and how.

#Who to Notify

The Notification Type setting decides the recipients:

From form is how you notify someone outside Flow Forms: add an email field to the form, and the trigger sends to whatever address the respondent entered.

#How to Send It

• Send via email - the standard submission email, or turn on Use custom email and pick one of the form's custom email templates.
• Attach submission PDF - includes the full submission as a PDF attachment. See PDF Attachments for Email Notifications.
• Send via SMS - texts the recipients who have a phone number and Receive Text Messages turned on.

#Custom Email Templates

Each form keeps its own library of custom email templates, managed from the form's Custom Emails and picked in the trigger under Use custom email. Templates are written in a rich-text editor, and the editor's field picker drops any form field into the subject or body as a chip — "Your Reference Number request was received" — which is filled with that submission's answer when the email sends. There is no code syntax to learn; if you can write the email, you can template it.

#Replying to a Notification Email

Notification emails can be replied to, and the reply goes back into Flow Forms: the body of your reply is filed as a note on the submission, visible to everyone who can see the submission. If the notification was a request for information, replying also sends the submission back to the person who asked. This means a busy approver can handle an info request without ever leaving their inbox.

#Turning Email Down for a Form

Some forms are high-volume enough that step-assignment email becomes noise. The form option Do not email on step assignment or final approval keeps those events out of email for that form; they still appear in everyone's Notification Center. Emails and Muting covers that switch, per-step mute, and custom templates.

#Related Documentation

• Emails and Muting - custom templates and the mute switches on a form
• Triggers - all trigger types and when they run
• Reminders & Automations - scheduled notifications
• PDF Attachments for Email Notifications