Confirmation emails and team notifications

Use notifications to tell the right person what happened and what to do next. A respondent confirmation, staff alert, workflow invitation and final signed-copy email have different purposes and can occur at different times.

Choose the message and recipient

Open the form's notification/email configuration. Select the respondent or team notification you intend to configure. If the recipient comes from an answer, verify the mapped email field; a field named “Email” does not by itself establish the correct mapping.

1. Select the intended recipient or email field.
2. Write a subject that identifies the request without exposing sensitive details.
3. Include the useful next action in the message: review the response, wait for another signer, or retain the completed copy.
4. Review any response links, field substitutions and configured attachments.
5. Save the configuration and use its test/preview option if offered before sending to real recipients.

Match timing to the request

Do not say “Everyone has signed” in a first-submission confirmation when later workflow steps remain. A final signed PDF can wait for all required signatures. Check emailed completed copies for output timing and attachments.

Set workflow recipients in signer assignment. Configure follow-up in schedules and reminders, rather than treating every staff notification as a reminder.

Protect the contents

For patient forms, review PHI masking and the wizard's email step. Keep health answers out of subjects and broadly distributed messages. Review every explicit substitution and attachment: a safe-looking subject does not make an attached document appropriate for every recipient.

Check delivery

After a controlled test, verify the actual message, recipients and attachment. A saved setting alone is not proof of delivery. If a message is absent, check the response/completion state, mapped address, notification rule and spam folder; then use invitation troubleshooting. Contact support with the form and request context, without forwarding private answers unnecessarily.