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Setting Up Notifications in 123FormBuilder

Here is a breakdown of the new Notifications section. We know there are many settings there that can be adjusted, so let’s make them crystal clear.

Setting up notifications in 123FormBuilder is an easy process and we offer multiple customization options.

Email recipients

Who should receive the emails? At Send to select from the options listed below:

  • My email (this is the email address associated with your 123Formbuilder account)
  • The email fields listed on your web form
  • Type in each recipient’s email address

The email template can be sent to anyone: form owner, form user, and to any recipient of your choice. You have the possibility to create multiple templates for different purposes.

Setting up the email

Every email can be sent to 1 or multiple recipients, with or without conditional logic. If you want to send your emails to different recipients based upon how a user completes the form, you can use the Conditional Logic feature. To do so, simply click on Add rules.

Setting Up Notifications in 123FormBuilder

You can establish when the email will be sent to the form recipients. Choose from the dropdown list the option that best suits your needs.

Setting Up Notifications in 123FormBuilder

In order to use the Payment and Approval triggers make sure you first enable them.

Change the Subject by adding a field variable, then new emails will move to another conversation.

Message Subject 123FormBuilder

Show From and Reply-to options

  • From Name. You can choose a name or title that will be recognizable to your form users. Often that will be the company name.
  • From Email. Never use free webmail addresses (Yahoo, AOL,, or Gmail). You need to ensure that all your emails will arrive in the inbox. Therefore, use our email server or enable to send the emails through your own SMTP server.
  • Reply-to-email is the email address that is used as the recipient if you reply to the submission email. You can select the email field to contact the form user.

From and Reply-to options123FormBuilder

Composing the email template

Click on Load Template to select which predefined template you wish to customize.

  • Default notification template is commonly used by the form owner and form recipients.
  • Payment template is the email sent to form users when their payment is marked as complete.
  • Approval request template. Here you can change the content which the approver(s) of your form receive.
  • Autoresponder. Set up personalized autoresponder messages to thank your users for their submission.
  • Copy of submission template has the same structure as the default notification template. The difference is that it’s addressed to the form users.
  • Quiz template shows the quiz results along with the Quiz Summary.

To insert submission input into the template, click on the plus sign and use the fields displayed in the dropdown list.

Message Subject 123FormBuilder

The content can be anything you wish. In each template, you can add your own images, links, tables, and text. Hit the source code icon (< >) and create your own fully customizable template using HTML language.

Furthermore, you can attach a file to the email template. Attach your own file, a PDF with the layout of the form (using PDF credits), or a custom PDF template.

Add attachments to the email

If you have enabled the edit submission option, in Settings – Advanced you can choose the notifications that will be resent. The Resend functionality will trigger SMS notifications along with Email notifications. The form’s recipients will receive them anytime the entry is updated.

Resend Notifications

To customize the Reference ID prefix, go to Settings Advanced Reference ID and enter your own tracking code.

Important Notes

  • Each field has a unique ID and the same template can not be used on two different forms.
  • You can set up a maximum of 15 email notifications per form.


  1. Thank you for continuing to improve the services you provide! I am so glad that I found this program, and your team is the best! Keep up the good work!

    1. Thank you so much for your feedback. We are so glad to hear that you are enjoying our new notifications section. Stay tuned for more updates!

    1. Hi Paula, no it will not affect existing forms, they will remain with the old version. Only the new forms created will have the new notifications section.

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Frequently Asked Questions

Here is a list of the most frequently asked questions. For more FAQs, please browse through the FAQs page.

Is this service free?
Yes, we offer a free form builder service. Just sign up to the Basic plan and you are all set. This plan is forever free, but you are limited with a few features only, such as 5 forms per account, 100 submissions per month and you have to keep the backlink to 123FormBuilder on your forms. Check out our features matrix for more information.
How many forms can I create?
It depends on the service plan you are on. Higher service plans enable more features, including more web forms for your account. If you need more forms, go to the My Account section of your account and click the upgrade button. To create an unlimited number of forms, either upgrade to the Platinum service plan or higher. Consult our features matrix for more information.
How can I publish my forms?
You can publish your forms in many ways, by using their direct URL or HTML link, embedding them with a JavaScript code, Inline HTML or iFrame, using the Facebook app or the WordPress plugin, using popups, the Blogger code snippet and many more. Once you have created and customized your form, go to the Publish section to complete your work. Read more in our documentation.
How do I change my form design?
You can change the design of your form in the Themes section, which is located in your form settings. We offer a set of more than 30 predefined form themes for your forms, but you can also create your own from scratch. You can customize the submit button, the logo and more. To apply your own stylesheets, all forms come with a custom CSS editor.

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