Send conditional email notifications

The Notifications tab contains separate routes for site recipients and form submitters. A route without conditions applies to every submission; a conditional route applies only when its rules match.

Create an administrator route

1. Open the form and choose Notifications.
2. Expand Admin Conditional Routes.
3. Choose Add notification or edit the default route.
4. Enter an internal Route Name.
5. Leave conditional logic empty for an always-on route, or configure Send If or Do Not Send If.
6. Set To Email. A blank value falls back to the configured default recipients and then the site administrator address.
7. Add CC Email or BCC Email only when required.
8. Set an authorized From Name and From Email.
9. Set Reply To to a submitted email merge tag when recipients should answer the visitor.
10. Write Subject and Message, using Insert merge tag.
11. Decide whether to Include Form Data or approved user details.
12. Save and test.

Use a sender address authorized for the site’s mail domain. Do not place a visitor-provided address in From Email.

Send a client confirmation

Under Client Conditional Routes:

1. Choose First Valid Route Only when only the first matching message should be sent, or All Valid Routes when every match is intentional.
2. Add a route.
3. Select an Email field under Recipient Field.
4. Optionally enable Send to logged-in user; guests then use the selected Email field.
5. Write a confirmation that explains receipt and next steps without repeating unnecessary personal data.

Route by an answer

For a form with enquiry_type, create distinct Sales and Support administrator routes. Give each route one mutually exclusive Send If condition, then test both options with real recipient mailboxes.

Route order matters for client notifications using First Valid Route Only.

Notification language

Saved form notifications support Polylang and POM Translate through registered strings. Translate each route's Subject, Message, and From Name using the form translation workflow. HTML messages retain their tags and attributes; preserve every merge tag exactly.

Client confirmations and administrator notifications use the language of the page where the visitor submitted the form. Form titles and the labels and option labels in Include Form Data follow the notification language; visitor-entered values remain unchanged. Missing or structurally invalid translations use the original text.

Trusted integrations can override the language through pom_forms_notification_language( string $language, string $email_type, array $meta, array $config ). Return a configured Polylang language slug or POM Translate locale. For example, a POM Translate site with English enabled can use:

add_filter('pom_forms_notification_language', static function (string $language, string $email_type, array $meta): string {
    return $email_type === 'admin' && (int) ($meta['form_id'] ?? 0) === 123
        ? 'en_US'
        : $language;
}, 10, 3);

Use the configured slug, such as en, instead of en_US with Polylang. This changes notification copy only; route conditions, recipients, and attachments stay the same.

Attachments

Static Media Library files can be attached to a route. Local visitor uploads require storage and the form-level attachment setting under Storage/Advanced. Keep file sizes and mailbox limits in mind. Google Drive files remain remote and are represented by file information rather than email attachments.

When the active mail service supports preflight validation, the form prepares every matching administrator and client notification before sending any of them. Each message is checked separately, including its body, headers, encoding, and all selected attachments. Two messages that each fit the service limit remain valid even if their combined size exceeds one message's limit.

If a notification is too large, the form shows an error asking the visitor to reduce the files or contact the site administrator. No notification in that submission is sent, and attachments are never removed automatically. A file can pass the upload field's limit yet make an email too large after encoding. Reduce the files, remove unnecessary static route attachments, or disable attachment delivery when secure stored-file review meets the workflow.

Preflight catches known preparation failures; it does not guarantee later acceptance by a remote server or delivery to an inbox. Test every matching route with realistic file sizes before publishing the form.

If mail does not arrive, confirm the route matched, the recipient is valid, and another WordPress email can leave the site. Continue with Merge tags or Notifications, submissions, and retention.