How to Set Up Email Notifications in Porsline

Collecting a response is only the beginning. Your team may need to review it, contact the respondent or begin the next step immediately.

With Email Notifications in Porsline, you can automatically alert form owners and team members when a new submission arrives. You can also send confirmation emails or submitted information back to respondents.

In this video, we introduce the main notification options and show how automated emails can support faster, more organised response handling.

Respond Faster to Every Form Submission

Without notifications, teams may need to check the Results Table repeatedly to find new responses.

Automated email alerts can help in situations such as:

• A new job application requiring departmental review
• An attendee registering for an event
• A customer submitting a complaint
• A buyer completing an order form
• A participant finishing an online test
• A respondent requesting support

The notification connects the submitted form to the person or team responsible for the next action.

What You Will See in This Video

The video introduces the main capabilities of Email Notifications in Porsline, including:

• Notifying the form owner, respondent or both
• Adding more recipients to an internal notification
• Recognising an email question as the respondent’s address
• Customising the email subject and message
• Inserting answers and form information into the email
• Using Reply-To to respond directly to the submitter
• Triggering selected notifications through Enterprise filters

The video provides an overview of these options. Detailed setup instructions, delivery troubleshooting and individual field configuration will be covered separately in the Porsline Help Centre.

Notify Your Team and Respondents

Email Notifications can support both internal and external communication.

An internal notification can alert the form owner, a department or several team members whenever a response is submitted.

A respondent notification can confirm that the submission was received and may include selected answers or other relevant information.

Porsline currently includes Notification Emails with the Pro plan, while Enterprise includes all Pro features and supports additional capabilities such as Multilevel Filters.

Personalise Notification Content

The subject and body of a notification do not need to be limited to a generic message.

You can insert information collected through the form, such as:

• The respondent’s name
• A submitted answer
• The form title
• Order or registration details
• A link to a report
• Other form variables

This helps each recipient understand the purpose of the email without opening the dashboard first.

When you build forms with our online form builder, notifications can connect each submission to a practical workflow rather than leaving it as an unread row in the Results Table.

Reply Directly to the Respondent

The Reply-To option is useful when a team member needs to continue the conversation from the notification email.

For example, a support-request form may notify the technical team after an employee submits an issue.

When the form collects the requester’s email address and it is used as the Reply-To address, the support agent can reply to the notification and continue the conversation with the person who submitted the form.

This is particularly useful for:

• Contact forms
• Support requests
• Job applications
• Service enquiries
• Complaint and feedback forms

Use Conditional Notifications for Important Responses

Not every submission requires the same level of attention.

Enterprise users can use saved filters to trigger notifications for selected response groups.

For example, a customer experience team may want to receive an alert only when a respondent submits a rating below four. Other responses can remain available in the Results Table without generating the same urgent notification.

This approach helps teams focus on submissions that require a timely response rather than receiving identical alerts for every answer.

Connect Email Alerts to Customer Experience Workflows

Email Notifications are especially valuable in customer experience surveys.

A low satisfaction score or complaint can alert the relevant Voice of Customer or support team so they can begin following up sooner. Porsline’s Customer Experience solution specifically describes using email and SMS notifications after an unsatisfactory submission.

The respondent can also receive confirmation that their feedback was recorded, reducing uncertainty about whether the submission was successful.

Start Automating Your Form Communication

Email Notifications help you connect new submissions with the people responsible for reviewing or acting on them.

Before activating notifications, decide:

• Who needs to receive each type of alert
• Whether the respondent should receive a confirmation
• Which form details belong in the email
• Whether replies should return directly to the respondent
• Which responses genuinely require conditional alerts

Create your free Porsline account and explore Email Notifications before publishing your next form or survey.