How to Configure Conditional Form Routing and Email Notifications

Guide: Automating Form Routing and Email Alerts

Overview

This article explains how to configure conditional routing within any form and trigger automated email notifications based on user selections. This functionality can be used across multiple scenarios, including event registrations, enquiries, lead qualification, surveys, and internal requests.

Benefits

🔀 Dynamic Form Journeys
Direct users to different completion stages based on how they answer form questions.

📧 Automated Email Alerts
Notify internal teams or stakeholders automatically when specific options are selected.

⏱️ Increased Efficiency
Eliminate manual monitoring by automating routing and notifications.

🎯 Improved Follow-Up
Identify and respond quickly to users who meet specific criteria or show high intent.

Prerequisites

• Access to Modules > Forms

• Edit permissions for the form

• A form containing a selectable question (e.g. checkbox or multi-select question)

Procedure

Step 1: Access and Edit the Form

1. Navigate to Modules > Forms.

2. Locate the form you want to configure.

3. Click Edit.

Step 2: Create a Completion Stage

1. Go to Questions and Stages.

2. Click Create Stage.

3. Enter a clear and descriptive stage title (e.g. High-Interest Submission – Completion Stage).

4. Set the Stage Type to Completion Stage.

5. Click Save.

Step 3: Configure Conditional Routing

1. Open the relevant Question Stage.

2. Click the More dropdown in the top-right corner.

3. Select Edit Stage.

4. Navigate to the Routing tab.

5. Click Create New Routing.

6. From Available Questions, select the relevant question (e.g. a checkbox or multi-select question).

7. Choose the option(s) that should trigger the new completion stage.

8. Select the completion stage you created.

9. Click Submit.

✔️ Users who select the specified option(s) will now be routed to the selected completion stage.

Step 4: Set Up Email Notifications

1. Go to the Email tab.

2. Click Create Email.

3. Configure the email:

   • When to Send: Select the completion stage created earlier

   • Email To: Add the recipient email address

   • Subject: Enter a relevant subject line

   • Body: Add the email message content

4. Click Save.

Result

When a user selects the configured option(s) in the form:

• They are routed to the appropriate completion stage.

• An automated email notification is sent to the specified recipient(s).

Summary

By using conditional routing and email notifications across any form, you can:

• Create tailored user experiences

• Automate internal alerts

• Improve response times

• Streamline workflows across teams

This configuration ensures that important submissions are identified and acted on promptly.

Troubleshooting

⚠️ Email not triggering
Ensure the email is linked to the correct completion stage.

⚠️ Routing not applied
Confirm that the correct question and option(s) are selected in the routing rules.

⚠️ Multiple selections
Check that the routing logic supports multiple selected options where applicable.

Related Articles

• Creating and Managing Form Stages

• Configuring Conditional Logic in Forms

• Setting Up Automated Emails