What are custom recipients and how to use them on 123FormBuilder?

With custom recipients, you can send email notifications to different addresses by using conditional logic. This feature is especially useful for users/companies that receive many emails. Sending emails directly to the department that should handle the issue helps fasten your business processes.

For example, company ABC has 3 departments: cars, motorbikes, and trucks. The company receives all form submissions to the same email address: contact@abc.tld. The ABC employee that handles the submissions sorts the emails and forwards car-related emails to cars@abc.tld, motorbike-related emails to motorbikes@abc.tld, and truck-related emails to trucks@abc.tld.

This is time-consuming and adds some delay to the reply action. By using custom recipients, company ABC will have the form submissions sent directly to the right addresses.

Custom recipients

To start adding custom recipients in the form buider, go to Emails and click on Add rules where you list your form’s recipients.

Custom recipients rules

You’ll see that the email address used to create your account is, by default, set to receive all submissions. Press Duplicate to create a new rule.

Duplicate rule

In the first dropdown list, you can select Send to or Only send to. If you select Send to, then the submissions that meet the conditions will be sent to both the primary email address and the one added afterward. If you select Only send to, then submissions will only be sent to the newly added address.

Rule options

Type a new address in the text box and choose from the second dropdown list the field that will affect the behavior of the email notification. Then specify the conditions that it needs to meet.

E.g.: CityisBoston. This means that the specified address will receive all submissions with Boston included in the City field.

Rule conditions

Don’t forget to Save your changes from the Notifications page.

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Frequently Asked Questions

Here is a list of the most frequently asked questions. For more FAQs, please browse through the  FAQs page.

Is this service free?
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You can change the design of your form for more information. in the Themes section, which is located in your form settings. We offer a set of more than 30 predefined form themes for your forms, but you can also create your own from scratch. You can customize the submit button, the logo and more. To apply your own stylesheets, all forms come with a custom CSS editor.

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