Set Up Form Notifications

Purpose

Notifications send an email after a form submission. Typical CHKM8 uses include notifying a supervisor about a fault, sending an acknowledgement to the submitter, or routing a report to a team mailbox.

Create a notification

1. Go to Forms, select the form, and open Settings → Notifications.
2. Choose Add New to create a notification, or select an existing notification to edit it.
3. Enter a recognisable notification name, such as “Supervisor – Fault Found”.
4. Set the recipient. Use a fixed authorised mailbox for an internal alert, or a validated email field when sending a copy to the submitter.
5. Enter a clear subject, such as “Fault reported: {Asset ID:3}”. Insert merge tags using the field picker rather than guessing field IDs.
6. Write a concise message that includes the form name, date, asset/job identifier and the next action expected.
7. Review conditional logic if the notification should only send for certain answers.
8. Save notification settings and the form.

Example: fault-only notification

Create a separate notification for the supervisor. Enable conditional logic and send it only when “Is the equipment safe to use?” is “No – fault found”. Include the fault description and link to the entry only if recipients are authorised to access it. Keep the default admin notification only if it is still useful; otherwise configure or disable it deliberately.

Test

Submit test entries for both fault and no-fault cases. Check the intended recipients, subject, message content, merge-tag output and spam folder. If messages do not arrive, verify the WordPress mail delivery configuration and review WP Mail SMTP logs if that plugin is installed.

Official reference: Configuring Form Notifications.