Use Merge Tags in Emails and Messages

What merge tags do

Merge tags are placeholders that Gravity Forms replaces with actual field or submission values. For example, a tag can insert an asset ID into an email subject.

Insert a merge tag

1. Edit the form and open the notification or confirmation where the value is needed.
2. Click the merge-tag picker near the relevant text field.
3. Select the field or entry information to insert.
4. Save the notification/confirmation.
5. Submit a test entry and verify the tag is replaced with the expected value.

Field IDs matter

Field tags commonly use the form {Field Label:4}, where the number is the field ID. Use the picker rather than typing an ID from memory. If the form is changed, recheck the output.

Useful patterns

• Subject: “New inspection: {Asset ID:3}”.
• Message: include the operative, inspection date, site reference and key result fields.
• Use the all-fields tag only when recipients should receive every included field. It may expose information that does not belong in a broad email.

Official reference: Merge Tags Reference.