How to send submissions to specific emails based on submitted data

Simplify your onboarding processes by qualifying leads automatically. You can set up your forms to send submissions to specific team members based on the submitted data. There are two ways to change the email recipient of notifications based on the submitted information. Let's start with the simpler method:

Method 1: Changing the Email Recipient of Notifications Based on Submitted Information Using the "Change Email Recipient" Feature in Logical Rules


First, you need to be logged into your MightyForms App.


1. Select a form


Once there, you can:



Step 2. Add a Trigger Field


  1. Add a field to your form that will determine the email recipient.
  • This field will act as a trigger for your logical rule.
  • Commonly used fields include Dropdown or Single Choice, often used to select departments like Sales, Support, HR etc.

Note: Any field that can be used in logical rules can serve this purpose.


Step 3. Configure the Logical Rule


  1. Go to the logical rules section of your form builder.
  2. Add a new logical rule with the following settings:
  • Condition: If [The field you added in Step 2] [condition] (e.g., equals "Sales").
  • Action: Then Change Email Recipient.
  • Select the notification you want to modify under this condition.
  • Insert the desired email address in the "Email" field.


Step 4. Save and Repeat as Needed


  1. Save the logical rule you just created.
  2. Repeat the steps for each email address you want to add, based on different conditions and submissions.

By following these steps, you can easily set up your form to change the email recipient of notifications based on the information submitted. This allows you to efficiently route notifications to the appropriate departments or individuals, ensuring timely and relevant responses to form submissions.


Method 2: Changing the Email Recipient of Notifications Based on Submitted Information Using a Hidden Email Field


First, you need to be logged into your MightyForms App.


1. Select a form


Once there, you can:



2. Add a Hidden Email field and a Choice field


MightyForms doesn't limit how many fields you can add to your forms. However, for this process, you just need a qualifying field (a field that helps you determine who the submission gets sent to) and a hidden email field.


You need the email field to be filled in with your team member's email, so select the field and change its status to "Hidden".




The Single Choice field is the easiest way to qualify your leads through this process. So, for our example, a lead can select between Sales or Support.


3. Set up Logic Rules


You will need to create a Logic Rule for each qualification.




Once your form is set up, head over to Logic Rules. And click 'Add Another Rule'.




Set what triggers the Logic Rule:


IF: Select the Choice field


CONDITION: Select Is Equal To


VALUE: {{Add one Choice field option}}




Note that you can add more conditions to activate a Logic Rule if needed.


Set up the action


DO: Select Update, then Autofill


TARGET: {{Select the Hidden email field}}




Save and add a new Rule for each condition you want to create. For example, if the user selects the "Marketing" option, you need to create a new Rule for the hidden field to autofill with the marketer's email.


4. Set up Notifications


Now you need to make sure the email notification gets sent. Head over to the Notifications.




You can customize the data in your email notification




Remember to hit Save/Update Notification and Update your form.


That's it! The Logic Rules will make sure that the To email is properly set up to be sent to the correct team member.


Pro tip: take advantage of MightyForms's SMS Notifications and create Logic Rules so that your team leaders get notified of new clients right from their phones.

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