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Send Confirmation Emails

How to Send Confirmation Emails to Users after Form Submission

by Lindsay Liedke on Apr 23, 2018

Want to learn how to send confirmation emails to users after they’ve submitted your WordPress form? Sending a confirmation email is not only a nice gesture, it lets people know their form was submitted and you have been contacted.

In this article, we’ll show you how to send a confirmation email to site visitors once they’ve completed your online form.

Step 1: Create a WordPress Form

The first thing you’ll need to do is install and activate the WPForms plugin. For more details, follow this step by step guide on how to install a plugin in WordPress.

Next, you’ll need to create a new WordPress form. For help with this, check out our tutorial on how to create a simple contact form in WordPress.

Step 2: Set up a Confirmation Email

People want to know after submitting a form on your website that their form has been received. And, if you’re using WPForms, setting up a form confirmation is easy to do.

However, you might want to take it one step further and automatically send your site visitors a confirmation email once they’ve filled out your form, in addition to the success message that displays right after a form submission.

After you’ve created your WordPress form, go to Settings » Notifications.

Setting and Notifications

Here you’ll notice that notifications are enabled by default. If you don’t want to send automatic notifications, you’ll need to toggle this off.

Toggle Notifications Off

But remember, we’re showing you how to automatically send an email notification. So leave this turned On.

There are many sections to configure for your confirmation email. We’ll take a look at each of them below.

Step 3: Send to Email Address

The first section is for the email addresses of those you want to send a confirmation email to.

By default, WPForms will send a confirmation email to the admin email from your WordPress settings. This may be you or someone else on your team.

But that’s not what we’re trying to do. We’re trying to send an email confirmation to site visitors after they’ve submitted your form. So this section needs to be changed.

To do this, click on Show Smart Tags above the Send To Email Address section.

Send to Email Address Smart Tags

Now you’ll see a dropdown labeled Email.

Send to Email Address Smart Tag, Email

When you select Email, a Smart Tag adds to the Send to Email Address field. This way, whenever a site visitor submits your form, the Smart Tag will use the email address that the user entered into the form when sending the confirmation email.

Send to Email Address Smart Tag, Site Visitors

If you want to receive an email confirmation when a user submits a form on your site, add the {admin_email} Smart Tag to this section.

Send to Email Address Smart Tag, Site Visitor and Admin

Just make sure to include a comma in between multiple email addresses.

Step 4: Email Subject

By default, the Email Subject will read “New Entry” and have the name of your form.

For instance, the name of our form is “Contact Us.” So, our email confirmation’s subject will read New Entry: Contact Us.

Email Subject Default

To change this, just enter a new subject line or add a Smart Tag.

Email Subject Example

For help with this step, check out this guide on using Smart Tags in WPForms.

Step 5: From Name

By default, a Smart Tag will pull the Name field from the form entry and put it into the From Name section. In other words, the email confirmation “From Name” will have the name of the person who filled out the form.

Email From Name

This works if you, the website owner, are receiving the email confirmations so you know when people submit a form on your site. But if the confirmation is going to the user, change this to either your name or the name of their company so there is no confusion.

Step 6: From Email

Your form’s From Email will always have the admin email from your WordPress settings. This way your user will know exactly where their email confirmation is coming from.

From Email

If you want the From Email to be different than your website’s admin email, make the changes before saving your form.

Step 7: Reply-To

If you want your site visitors to be able to reply to the email confirmation you send them, make sure to include your site’s admin email, or any other email you want replies to go to, in this section.

Reply-To

If you leave this section empty, the Reply-To section will default to the same email used in the From Email section in the step above.

Step 8: Message

The last step in customizing your email confirmation is the Message section. If you want to include all of the form fields filled out by your site visitor in the confirmation’s message, use the all_fields Smart Tag.

You can also use any other Smart Tags available from the dropdown menu when you click on Show Smart Tags.

And don’t forget, you can also type in any message you want the site visitor to see when they open their confirmation email.

Confirmation Email Message

If you want to customize the type of email confirmations users receive based on the fields they fill out on your forms, make sure to check out how to set up conditional form notifications.

And there you have it! All the steps needed to send confirmation emails to users after they’ve submitted your WordPress forms.

If you are looking to send different types of email confirmations to one user, check out this helpful guide on creating multiple notifications in WordPress forms.

In addition, check out this article to learn how to market your email campaigns to those that have been in touch with you in the past.

And don’t forget, if you like this article, then please follow us on Facebook and Twitter.

Comments

  1. Thanks for reading this article – I hope you found it helpful.

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    1. Hi Keaton,

      Sure, you can definitely add a PDF to an automatic notification email for a form. To do that, you’ll need to first upload the PDF to your site’s media library. This will provide you with a URL for the PDF (marked in this screenshot) — go ahead and copy this URL.

      Then you’d need to open the form builder and go to Settings > Notifications. In the Message field, here’s how you’d add the HTML for a link (sorry about the screenshot – blog comments don’t share HTML code well).

      Just be sure to submit a form yourself to make sure this link works properly. For more details on testing our your forms, I’d recommend our testing guide.

      I hope this helps! 🙂

  2. Hi Jess,

    Is there a way to send the email as a CSV or Excel spreadsheet?

    I am wanting to have each form submissions email me a csv that contains the data from that particular submission. This will allow me to check my email and open up the spreadsheet of the responses, so that I may then have different scripts I use read the CSV’s.

    This would be an amazing feature and It seems like its just about formatting it a certain way and emailing it as a file with the csv. extension. Hoping this is a feature or something down the pipeline!

    Looking forward to your response – Thank you!

    1. Hi Mark,

      We don’t currently have a way to do what you’re describing, though I’ve noted it on our feature request list for consideration down the road. For now, it’s only possible to manually export CSVs of entries (either for individual entries or all entries for a form).

      Thanks for the suggestion! 🙂

  3. Something’s working and some’s not.
    First of all: {admin_email} = the mail set up I have in the WP mail SMTP, right?
    Send To Email Address : {field_id=”1″}, info@XXXX.dk
    Email Subject: Besked
    From Name: {field_id=”0″}
    From Email: {admin_email}
    Reply-To: info@XXXX.dk
    Message:Kære {field_id=”0″}
    Tak for din besked: {field_id=”2″}
    Vi vender tilbage snarest muligt.

    So, the info@xxx.dk gets the mail, all included: name, mail, message.
    But, the sender does not get a notification. Nothing, what so ever – not even in the spam.
    What am I doing wrong.
    Basically, I just need the message to bes sent, and a copy to be sent to the person sending it.
    Do you see something wrong in the settings? Help, please.

    1. Hi Torben,

      I’m sorry for the trouble! To get this sorted, I’d recommend the following steps:

      1) Go to Settings > WP Mail SMTP and make sure the test email is working. If it isn’t (or if you don’t know what I’m referring to), be sure to check through all of the setup steps. Here’s our article that links out to our tutorials for each SMTP option.

      2) If the test email is working, next you’ll need to make sure the the email used to set up SMTP matches the From Email in your forms. To do this, delete the `{admin_email}` Smart Tag and instead add the email used to set up SMTP.

      And if you still see issues, after this please get in touch. If you have a WPForms license, you have access to our email support, so please submit a support ticket.

      Otherwise, we provide limited complimentary support in the WPForms Lite WordPress.org support forum.

      Thanks 🙂

  4. Something’s working and some’s not.
    First of all: {admin_email} = the mail set up I have in the WP mail SMTP, right?
    Send To Email Address : {field_id=”1″}, info@XXXX.dk
    Email Subject: Besked
    From Name: {field_id=”0″}
    From Email: {admin_email}
    Reply-To: info@XXXX.dk
    Message:Kære {field_id=”0″}
    Tak for din besked: {field_id=”2″}
    Vi vender tilbage snarest muligt.

    So, the info@xxx.dk gets the mail, all included: name, mail, message.
    But, the sender does not get a notification. Nothing, what so ever – not even in the spam.
    What am I doing wrong?
    Basically, I just need the message to bes sent, and a copy to be sent to the person sending it.
    Do you see something wrong in the settings? Help, please.

    1. Hi Torben,

      I’m sorry to hear you’re seeing email delivery issues. For details on why this happens and how to fix it, please see our tutorial.

      That article will also link out to step-by-step tutorials to get this up and running, specific to the solution you choose 🙂

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