Email Notifications & Autoresponders (DNN)

In the current MegaForm builder, email is a workflow step. Start from the Workflow Summary below the form canvas, open Configure workflow, and add one or more Send email steps. This keeps the recipient, message, conditions, attachments, and execution order together with the rest of the form automation.

Add an email step below the form canvas

1. Open the form in Form Builder → Design.
2. Scroll below the canvas to Workflow Summary.
3. Select Configure workflow.
4. Under On Submit, select + Add workflow.
5. Choose Communication → Send email.
6. Give the step a clear label, configure it, and select Save.
7. Close the panel and confirm that Workflow Summary now lists the email step.

Use On Submit for a confirmation or immediate internal alert. To send only after a person approves the submission, add an Approval step under On Submit, then add the email under On Approve.

Choose who receives the message

The email editor supports:

• To — a fixed address or a token such as {{field.email}}.
• CC Email and BCC Email — optional copy recipients.
• Sender Email and Sender Name — optional overrides; leave them empty to use the configured system sender.
• Reply-To Email — directs replies to a monitored mailbox.

Use field keys, not field labels. For example, a control labelled “Work email” with the key work_email is referenced as {{field.work_email}}.

Build a reusable, personalized email

Subject, Header, Body, and Footer accept both form-field and workflow-variable tokens:

The Body accepts HTML. When Body and Email Template Path are both empty, MegaForm generates a professional HTML summary of the submitted fields. For a fully branded layout, set Email Template Path to a server-side Razor .cshtml template and optionally wrap it with Header and Footer content.

Add files and submission data

Two switches extend the message without custom code:

• Attach Uploaded Files adds files uploaded with the current submission.
• Attach submission data as JSON adds a machine-readable copy of the submitted data.

Uploaded files are read through MegaForm storage, so the same step works with the storage provider configured for the form. Review upload size and mail-server attachment limits before enabling this for large files. See File Uploads: Azure & Multiple Files.

Send the right email at the right time

A form can contain several email steps. Common patterns include:

Each step can be reordered, temporarily disabled, and configured to run only when all or any condition rules match. Use multiple focused steps instead of one message with many unrelated recipients when the content or timing is different.

Sensitive data and delivery safety

Password and Signature field values are excluded from workflow email by default. Turn on Include Sensitive Data only when the recipient, purpose, and retention policy justify it.

MegaForm resolves recipient and content tokens on the server and sends through the site’s configured email service. The submission is already stored before the workflow email executes. If delivery fails, inspect the workflow execution or DNN logs and correct the email step or SMTP configuration.

When an email does not arrive

1. Confirm the workflow was saved and the Send email step is active.
2. Check that To is not empty after token resolution.
3. Verify that the token uses the field key and that the submitted field contains an address.
4. Check whether the step’s conditions matched this submission.
5. Confirm the DNN SMTP or configured email service can send mail.
6. For attachments, confirm the uploaded files still exist and fit the mail-server size limit.
7. Review the workflow execution and server logs for the failed step.

For the complete simple-workflow path, see Workflow. For human review and post-approval actions, see Approval Workflows & Inbox.