You can automatically alert users or groups when a form record is created or submitted, and add a custom submission message for respondents.
Use Case Examples
Alert the WHS Manager when there is an incident in the workplace.
Inform the HR department when an employee submits a leave request.
Notify sales representatives when a new lead is generated from an expression of interest form.
Keep the team updated when a new project request is submitted.
Step-by-Step Guide: Setting up Notifications
Open your form in the Form Builder.
Go to the Settings tab.
Scroll to the Record Notifications panel.
Choose who to notify:
Notify Users On New Record – Select users or groups to receive an email when a new record is created.
Notify Users On Submitted Record – Select users or groups to receive an email when the record is submitted.
(Optional) Add a Submission Message – this will display as a pop-up to respondents after their record is submitted.
Click Save to confirm your notification settings.
Publish your form design to activate the notifications.
⚠️ Important: If the users or groups you need to notify are not IndyForms Administrators, make sure they have View All Records permission. Without it, they may not be able to open the records linked to their notifications.
Frequently Asked Questions (FAQs)
Q. Who can receive notifications?
A. Notifications are sent to registered IndyForms users or groups. This ensures that only authorised team members with the right permissions can securely access records.
Q. When are notifications sent?
A. Notifications are sent instantly — as soon as a record is created or submitted, the selected users or groups will receive an email.
Q. What types of notifications can I set up?
A. You can set up notifications for two key events: when a new record is created and when a record is submitted. This keeps your team informed at the most important points in the process.
Tips
Use Groups instead of individual users to save setup time and ensure consistent notifications. If someone leaves the company or changes roles, the next person added to the group will automatically receive the notifications — no extra updates needed.
Double-check that users and groups have "View All Records" permission. This ensures they can open and view the record linked in the notification email, preventing confusion or delays.
Test your notification setup by creating and submitting a dummy record before rolling it out. This helps you confirm that the right people receive the correct alerts, so you can launch with confidence.
Add a clear Submission Message to reassure respondents that their form was submitted successfully. A friendly “Thanks, we’ve got it!” or even a fun emoji 🎉 makes the experience more positive and memorable.