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.

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.

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.