Form Emails And Actions

TABLE OF CONTENTS

• How can I add the Browser or IP details to a Notification email
• WebHook Submit Actions
• How to Insert a Users IP Address into an Email
• Submission Notification Via Text
• Test Emails
• Data Routing Using Conditional Logic
• Notification/Confirmation Emails
• Submit Actions
• Submit Actions
• Confirmation Emails
• Notification Emails for Formstack Forms
• How to Change the Reply-To Address on a Notification Email
• How to Insert an Image into a Notification or Confirmation Email
• How to Customize the Subject of an Email Based on a Form Field
• The Difference Between Notification and Confirmation Emails
• Private Email Server Settings for Notification and Confirmation Emails
• Configure Email Settings
• SMTP Host Address
• SMTP Port Number
• SMTP Username/Password
• Microsoft 365
• Google OAuth
• Troubleshooting Tips

How can I add the Browser or IP details to a Notification email-

Browser details, IP Address, Longitude/Latitude and/or the Unique ID from a Submission can be added to your Notification or Confirmation emails.  This data can either be added to the body of the message or into the Subject line of the email.a

To add this to your messaging, go into the Form > Settings > Emails & Actions > Notification/Confirmation email >  choose to set up a Custom Message. In the Form Field Panels, search for or scroll to the Extra fields at the bottom. Drop and drag the field label into the email message. 

WebHook Submit Actions

WebHooks are server to server communication connections that, when added to your Form, allow you to send collected Form data to a third party service through a URL.  Adding a WebHook is an excellent option when you want to send your Form data to an integration/program that Formstack does not support in-App.  To use this feature, you will first need to create or obtain a valid WebHook URL address to make a connection.  If you are sending your Form data to a Third Party Integration, then your WebHook may be found in your API or Settings Page.

Adding your WebHook

To add a WebHook to your Form, navigate to the Form Settings tab > Emails & Actions > Advance Settings > Add Webhook; alternatively, you can edit an existing one.  Choose the " Send Data to an External URL (WebHook)" Action option and enter your WebHook URL in the designated URL Address field.

Using unique field identifiers

Post using field names (default)

Optional WebHook Settings

"WebHook Name"

This allows you to give your WebHook a name to easily identify them if you're setting up multiple on a single form. 

"Post using field IDs instead of field names"

Selecting this checkbox will replace the field labels on your Form with the Field IDs in the data that is passed to your endpoint.

"Post with sub-field names"

Selecting this option will pass the submitted data to your endpoint with sub-field names. Example: for a Name field instead of "Name: Jane Smith" it would look like " Name: first = Jane last = Smith"

"Post with field type"

Selecting this option will pass the field type along with the data submitted for each field. Example: a Name Field's data may appear like: "Name: first = Jane last = Smith field_type = name"

Content Type

This option allows you to choose between URL Encoded Form Data, or JSON, depending on what your needs are for the endpoint you are targeting with your Webhook data from your Form.

Optionally, you may choose to enter a WebHook Shared Secret or an HMAC Key.  These are additional values you can send to your WebHook endpoint which verifies that the data is from a trusted source if your endpoint requires this.

Just like all redirects, you can apply Routing Logic to your WebHook to filter which submissions are sent to the WebHook based on how the Form is answered.  To add Routing Logic to your WebHook, simply click the "Routing Logic" link and create the routing filter.

Troubleshooting 

If your endpoint is not receiving data when your Form is submitted, here are a few things to check:

• Find out if your endpoint requires a Shared Secret to be entered into the settings. You may need to reach out to Server Administrators or Support for whatever service you are sending the data to.
• Check to see if your endpoint is capable of accepting either URL Encoded Form Data or JSON and ensure that the proper option is selected in the WebHook Settings
• See if it's possible to whitelist our IP Addresses for these outgoing communications:
• 52.71.30.102
  • 3.227.148.190 
  • 44.196.66.47 
  • 54.69.216.81 
  • 52.37.95.20 
  • 52.24.103.36 
• Check status.formstack.com to see if there are any service interruptions with WebHooks
• Find our Developer documentation at https://developers.formstack.com/v2.0/docs/webhook-setup

If you are still not receiving data to your endpoint upon Form Submission, either the data is not formatted in a way that can be accepted by your endpoint, or your endpoint is not configured to receive HTTP Requests.

How to Insert a Users IP Address into an Email

Formstack automatically collects the IP addresses of users submitting forms.  You can find this info on the Submissions tab of your form by clicking on each individual submission.

You may to insert these IP addresses into the Notification or Confirmation emails.  To do so, in the Form Field Panels, drag and drop the IP Address variable. It will be at the bottom of the list or you can use the search function. The variable will be replaced with the IP address of the person submitting your form.

You can also insert variable code, including the IP Address into the Subject Line of the Notification or Confirmation email by dragging and dropping it.

Submission Notification Via Text

This support article is for US customers, however, the same could apply to international carriers.

Basically, you take the phone number you want to send the text to, and then add the carriers email protocol to the end of it.

For example, I have an AT&T number so mine would look like  3175555555@txt.att.net

I would then take 3175555555@txt.att.net and place it in the email to box.

That's it. Now all my new form submissions will be sent to my mobile as a text as well.

Here is a list of carriers and the email extensions:

Alltel

[10-digit phone number]@message.alltel.com

Example: 2125551212@message.alltel.com

AT&T

[10-digit phone number]@txt.att.net

Example: 2125551212@txt.att.net

For multimedia messages, use [10-digit-number]@mms.att.net

Example: 2125551212@mms.att.net

Boost Mobile

[10-digit phone number]@myboostmobile.com

Example: 2125551212@myboostmobile.com

Cricket Wireless

[10-digit phone number]@sms.mycricket.com

Example: 1234567890@sms.mycricket.com

For multimedia messages: [10-digit phone number]@mms.mycricket.com

Example: 1234567890@mms.mycricket.com

Nextel (now part of Sprint Nextel)

[10-digit telephone number]@messaging.nextel.com

Example: 7035551234@messaging.nextel.com

Sprint (now Sprint Nextel)

[10-digit phone number]@messaging.sprintpcs.com

Example: 2125551234@messaging.sprintpcs.com

T-Mobile

[10-digit phone number]@tmomail.net

Example: 4251234567@tmomail.net

Verizon

[10-digit phone number]@vtext.com

Example: 5552223333@vtext.com

Virgin Mobile USA

[10-digit phone number]@vmobl.com

Example: 5551234567@vmobl.com

Other U.S. and Canadian carriers: 

Bell Canada: [10-digit-phone-number]@txt.bellmobility.ca

Centennial Wireless: [10-digit-phone-number]@cwemail.com

Cellular South: [10-digit-phone-number]@csouth1.com

Cincinnati Bell: [10-digit-phone-number]@gocbw.com

Metro PCS: [10-digit-phone-number]@mymetropcs.com or [10-digit-phone-number]@metropcs.sms.us

Qwest: [10-digit-phone-number]@qwestmp.com

Rogers: [10-digit-phone-number]@pcs.rogers.com

Suncom: [10-digit-phone-number]@tms.suncom.com

Telus: [10-digit-phone-number]@msg.telus.com

U.S. Cellular: [10-digit-phone-number]@email.uscc.net

Give it a shot!

Test Emails

Test out the Notification and Confirmation Emails setup without having to fill and submit a form. 

To do so, navigate to the form's Setting tab then select "Email & Actions" from the left-hand column. Here, select "Test" from the options: 

Next, enter the email address/es that you would like to receive the email: 

Data Routing Using Conditional Logic

Routing Logic uses conditional logic to help you customize the way that you handle and process your submissions, giving you more control once a user has submitted your form. Email Logic works with Notification Emails, Confirmation Emails, URL Redirects, and 3rd Party Integrations.

Note: The only fields eligible for Routing Logic are Dropdown Lists, Event fields, Checkboxes, Number fields, and Radio buttons

Notification/Confirmation Emails

Setting up Routing Logic on your Notification Emails, you can quickly route forms to different people in your organization. You can direct submissions based on the user's responses. i.e. if a user selects "Sales" on your contact form, only members of your Sales team will receive a notification.  

Email Logic for Confirmation Emails  is perfect for customizing who receives emails after submitting and which message they receive.  For instance, the confirmation email you send can have different messaging depending on which option the end user chooses.

Submit Actions

Routing Logic can be used in very powerful ways to redirect users after they have submitted their form using different types of Submit Actions. You can use Routing Logic to show different custom messages, similar to the Confirmation Emails, or you can use it to redirect to an external URL or to PayPal.

Redirecting to an external URL or to a payment integration is great for order forms with multiple payment types. You can set up a field that has multiple payment types options (PayPal, Credit Card, Check) then use routing logic to redirect users accordingly.

A common example of this would be if you wanted to provide your end users the option to pay via Check or through a Payment processor using their credit card.  In this scenario you can redirect credit card paying users to your payment processor to complete the online payments and another redirect action (a custom message) for users paying via Check.

Notes:

• There is no "rollback" option in the integrations.  If someone has an Authorize.Net charge first and MailChimp second, assuming Authorize.Net passes and MailChimp fails, the submission fails but the credit card was already charged.

• If you change the text of an option that triggers the Data Routing you will need to re-save the Submit Action to update the Data Routing.

Submit Actions

You can add submit actions to your forms that will display the default message, display a custom message, or redirect to an external URL. You'll find these options by going to Settings > Emails & Actions. 

Submission Message

Default Message

This is the default "Thank You" message that your customer will receive when he or she fills out your form. If you prefer to add a little flare to your "Thank You" message try out our Custom Message option!

Custom "Thank You" Message

With a Custom "Thank You" Message you can choose the message and even add a .gif to say "Thanks" or provide more information to your client.

If you'd like to make the message more personal, you can drag and drop field variables from the Form Field Panels. Once the form is submitted the tag will be replaced with the information placed in that field.

Redirect to an External URL

If you want your end users to be directed to your website home page upon submitting. With this feature you can add a submit action to redirect to an external URL and then add your site link.

Note: We do not allow the transfer of sensitive data like credit card data through the External URL. While the HTTPS connection means that even the URL is encrypted once the data transfer starts, the DNS lookup (which would include the URL) is not. Additionally, if people are filling out this form on shared computers, their credit card number and security code are available in the browser history. Please use the Formstack API instead.

Note:  You can only have one redirect or message action that will execute per form submission, so once you've redirected the user to another URL, any subsequent redirects will not work, and no messages will be displayed to the user.  Similarly, if you have a custom message displayed to the user, the user can't be redirected afterward.  However, you can run any behind-the-scenes actions, such as sending payments to Authorize.Net or adding data to programs such as SalesForce or Highrise.

Send Data to an External URL (WebHook)

Webhooks allow you to get real-time HTTP POST notifications when a Formstack form is submitted. Push submitted data to other services or custom scripts. Click on Advance Settings > Add Webhook.

Send Data to a 3rd Party

In Advance Settings > Add Integration you can set redirects to integrations and one is set up automatically when an integration is added to your form and sends data to the 3rd party service selected. You won't need to set this kind of submit action up manually.

Confirmation Emails

With a paid account, you can automatically send your end users a custom Confirmation Email when they submit your form. You can even use Email Logic to send a specific email based on their response to certain questions on the form. For example, if you had a field asking if they were satisfied with your service and they said no, you could generate an apology email. However, if they said yes, you could generate a thank you email without the apology.

Note: We only allow you to send Confirmation emails to an email address entered on the form. Only three Confirmation emails will be sent per form submission (even when routing and different email address fields are in use). This is to prevent spam.

If you're looking for more information on how to customize the email that gets sent to yourself or your internal teams of any new submissions to your form, we'd recommend checking out this article on Notification Emails. Otherwise, continue reading for more information on how to setup Confirmation Emails for your end users. 

Adding and Sending Confirmation Emails

To add a Confirmation Email to your form, click on Settings > Emails & Redirects and then click on "Click here to add one" under Confirmation Emails.  If you already have a Confirmation Email set up, you can click on the green plus button to add another, the red minus button to delete one, or the title of the email itself to edit the existing one.

Similar to Notification Emails, you can select between 'All Submitted Data' and 'Custom Message' when setting up your Confirmation Emails. When choosing 'Custom Message' you can insert field variables into a Confirmation Email and they will be replaced with the data the user enters into that field on the submitted form. In the example below, the First Name variable has been inserted into the Confirmation Email. This merge code will be replaced with the text entered into the field when the form is submitted. This is a good way to personalize emails. Any field on the form can be used in this manner. You can also click 'Import Default Message' to insert the 'All Submitted Data' fields in addition to your customized message.

Resending Confirmation Emails

It is not possible to resend confirmation emails. If confirmation emails fail to reach your recipients or you need to email all of your form submitters you will need to export your submission data, collect the email addresses, and send out a mass email to those addresses using a separate email marketing tool.

Delaying Emails

There are two options when sending out a confirmation email: Immediately or Delay.  Choosing Immediately means the email will be sent out as soon as the end-user hits the Submit Button on the form.  Choosing Delay allows you to set the delay for when the email will be sent out:  hours, days, weeks, months, etc.

It is not possible to set the delay down to the exact minute (+10 minutes or 11:52 am) because our Confirmation Email delay script runs every hour. If you choose to set the delay by minutes, the actual minutes will vary depending on what time someone submits the form and how close the submission is to the hour. That being said, if you choose a 10-minute delay and the form is submitted at 10:57 am, it would pass the send at 11:00 am and would be sent at 12:00 pm. Likewise, if you set the delay to 11:52 am, it would be sent at 12:00 pm.

Also, delayed emails are always sent to the end-user by the method that was determined at the time the form was submitted. This means that if you set up an email to send a day later and someone submits the form, but you then decide to delete this email template, that end-user will still get that original email. All emails are triggered to be sent upon form submissions so the end-user will see the emails that were set up to send when they submitted the form. There is not a way to alter the content after submission or prevent them from sending.

Unique IDs

Every form submission in the database is given a Unique ID number - also known as the Submission ID.  Occasionally, you may have a reason to pass this number on to your end users.  This is something that is commonly requested for use in Confirmation Emails as a "confirmation number". To add this ID to the email, simply drag the Submission ID merge code field over to the spot in the message body where you'd like it to appear.

Unique IDs are also stored in the database.  You can see the unique ID for a submission by clicking on that submission in the database and viewing the detailed info page for that submission.
 

Uploaded Images in Emails

If your form is integrated with a File Upload program such as Box, Dropbox, Google Drive, or Amazon S3 for example, the images will not be embedded in these emails. The upload integrations such as Box and Dropbox only provide a URL to the preview image/page, not the file itself.  That said, when these tools are integrated with your form, uploaded images cannot be embedded into the emails.

Notification Emails for Formstack Forms

Notification Emails are an easy way to keep yourself (and others) informed of any new submissions to your form. For example, you could setup a notification email for yourself that includes all of the data from a submission or you could setup a separate notification email for yourself or another team member that only includes specific data and would only be sent based on how the Form was filled out. 

Note: If you're looking for more information on how to customize the email that your end-users receive after they submit a form, we'd recommend checking out our Confirmation Emails article. Otherwise, continue reading for more information on how to setup a Notification Email. 

Accessing and Using Notification Emails

You can find the Emails & Actions menu under the Settings tab of your form. In this section, you can add and edit Notification Emails, add custom or default Confirmation Emails, or redirect users to an external URL or third-party integration.

Note: Notification and Confirmation Emails are only available for use on paid accounts.

Note: After changing any settings on the Emails & Actions page of your form, always make sure to hit the Save button to be sure your updates are not lost.

When a form submission is received, you can trigger a Notification Email to send to you and/or anyone on your team. This email may contain all the submitted data, a link to the saved data, or a custom message with dynamic data. You can also use Email Logic to direct emails to the proper person.

It's important to note that a Notification Email is set up automatically for each of your forms. To edit the email, disable the email, or add/edit the recipients, or trigger a test email send, click on Settings > Emails & Redirects and navigate to the Notification Email section as seen below.
 

By default, the Notification Email will send you all the data submitted on the form in an HTML-formatted email. You can switch to plain-text format by changing the "Message Format".
 

Send options

There are three different options to consider when creating your notification email. These options are to include all the submitted data, link to submitted data inside of your Formstack account or create a custom message. When choosing the customer message option, you can add your own text and drag in merge code fields to provide a dynamic message.
 

Custom Messages also allow you to insert field variables into a Notification Email and they will be replaced with the text that the end-user submits on that field. In the example above, the First Name and Email Address variables have been inserted into the Notification Email. The merge codes will be replaced with the data the end-user submits in those fields on the form. This is a good way to personalize emails. Any field on the form can be used in this manner.

Notification Emails are sent from noreply@formstack.com by default; however, you can edit these emails to come from a custom email address or an email address submitted on the form. The actual "From" address will still view as "noreply@formstack.com" (unless you have **SMTP  configured in the Email Settings of your account), but the reply-to email address will be the custom email address. This is to avoid a practice known as "spoofing."
 

**Even with SMTP enabled, in order to respect the DMARC stipulations, we can no longer send Notification emails from the Email address listed on the Forms, appearing as though the Notification is coming from Submitter.  This previous method of sending from Submitters was sending the email as the person in the "from" field or the Submitter, which was violating DMARC, flagging the messages and making all or some of these emails blocked or not delivered by DMARC.

Uploaded Images in Emails

If your form is integrated with a File Upload program, such as Box, Dropbox, Google Drive, or Amazon S3 for example, the images will not be embedded in these emails. These upload integrations only provide a URL to the preview image/page, not the file itself.

Note: If you set your email to attach files, it will only attach up to 14 MB of uploads, if the upload(s) are larger than 14 MB links will be sent instead of the actual file.

Resending Notification Emails

Once a submission has come in, you may find that in some cases you will want to resend a Notification Email to yourself or another individual on your team, or even send to another recipient outside of your Formstack account. This can be done by going to the Form > Submissions tab and then clicking on the Submission you would like to resend. Along the top of the page you will see a "Resend" button, and clicking this will allow you to enter the Notification Email recipients for this resend.  

You may enter as many email addresses as you'd like in this field - all separated by commas. Resending a submission will not sign up these recipients for additional Notification Emails; rather, they will only receive this resend as a one-time execution. Additional resends can be made on other submissions by going back into the forms "Submission" menu and clicking another entry.
 

How to Change the Reply-To Address on a Notification Email

A notification email is the email that is sent to you, the owner of the form.  The "from" or "reply-to" address on this email can be the email address of the person filling out the form, noreply@formstack.com, or a custom address that you can type in.
 

Due to recent changes in how email providers like Google and Yahoo are handling spoofed emails all notification emails are now sent from 'noreply@formstack.com or the default email address set in your account's Email Settings. Mapping the "From" address to the e-mail address field on the form will allow you to reply to that email address.

To set the "email from" address to the email address of the person filling out your form, you must first add an email field to your form on the Build tab.  A lot of people forget this step and try to build the notification email before building their form.  This won't work.
 

Using a Custom 'Email From' Address

Sometimes, to help you filter the emails, you may want to set the "email from" address to a specific address of your own.  You can do this by choosing "Custom Address" from the "email from" drop-down list, and then typing in the email you want notification emails to be sent from in the box provided.

Note: You must use the SMTP integration located on your Email Settings page in order to use this feature, if your plan allows you access. The 'Reply To' address will need to match the default email address set on that page.

If you do not use the SMTP integration the From Address will default to noreply@formstack.com.

Alternatives

• You can purchase an SMTP mail account to send mail through using a service such as mailgun or sendgrid and configure those SMTP credentials for sending your mail. In this case, Notification emails would still not be able to appear as sent from the Form submitter, rather this would appear as "noreply@yourdomain.com" vs. "noreply@formstack.com". 

• If you are using gmail, you could configure your gmail for business SMTP server (smtp.gmail.com) to send the mail on your behalf and continue to send from @yourdomain.com. You could then route those emails back through a Group in Gmail for Business, or have it come to one designated person. Currently, you would be able to use one SMTP login to send mail on behalf of anyone from @yourdomain.com. There is more information about that here:https://support.google.com/a/answer/176600?hl=en.
  • As you can see you'd have a 2000 mail limit going with option 3 and a few other limits as noted on https://support.google.com/a/answer/166852

How to Insert an Image into a Notification or Confirmation Email

In Notification/Confirmation emails, you can upload images when using a Custom Message.
 

In your form, go to Settings > Emails & Actions > Notification/Confirmation Email.

Add the notification or confirmation email based on use case and then change it to a custom message under the contents section settings. 




To insert an image into your custom message email, click on the Insert Image button (which looks like a small mountain).
 

This will bring up the image box. Drag the image or click on the box to upload the file. You will also have the option to upload from a link or from previous images uploaded.
 

Once the image is added, you will have options to resize, align, replace, style, and more. These features can be accessed by clicking on the Image.  

Note: Just like attaching files from your submissions our email sender will only send up to 14 MB of data per form, so to ensure delivery please make sure your picture is less than 14 MB. If your image and data collected in the form is over the 14 MB amount will create issues successfully delivering the emails.

How to Customize the Subject of an Email Based on a Form Field

In a Confirmation/Notification Email, you can submit data into the Subject line. To do this, first, create a custom Confirmation or Notification Email inside the Settings > Emails & Actions tab of your Form.
 

On the email settings, you can see all of your fields from the Form Fields Panel on the right. Use the search bar or scroll down to find the field that you would like to add to the Subject. 
 

Drag and drop the field into the Subject line. You can add as many fields as needed as well as additional text.

Note: To remove a field, click on the X by the field label. The Subject line will now populate with the data that is inserted into the form. 

The Difference Between Notification and Confirmation Emails

Formstack offers two types of emails that can be sent after the form is successfully submitted - Notification emails and Confirmation emails. If you’re unfamiliar with the Formstack terminology the difference between these two can be confusing.

Primary differences:

Notification emails are intended to be sent internally to alert and/or deliver the submission data the form builder or form owner of a form submission.

Confirmation emails are intended to be sent to the form submitter to confirm to that person that the form has been submitted successfully. They can provide the information the person submitted on the form or be used to thank the user for submitting the form.

Some other differences include:

The number of emails that can be sent per submission

Notification emails: Unlimited

Confirmation emails: Three (3)

The number of recipients per email

Notification emails: Unlimited

Confirmation emails: One email address

Re-Sending Emails

Notification emails: Yes - it is possible to resend notification emails

Confirmation emails: No 

If confirmation emails fail to reach your recipients or you need to email all of your form submitters you will need to export your submission data, collect the email addresses, and send out a mass-email to those addresses using a separate email marketing tool.

Sending Attachments

Notification emails: Yes - send the actual files uploaded on the form (up to 14MB)

Confirmation emails: Yes - files uploaded will be sent as links; any files shared with end user must be included in the email as a hyperlink.

Private Email Server Settings for Notification and Confirmation Emails

Add Email Server Settings to your account to allow you to use your Email Server to send Notification and Confirmation Emails from your Formstack Forms.

This is an excellent way to help ensure email receipts and customize the sending email address. This feature puts your email server in control of these emails and will be effective for all forms across your account.

Configure Email Settings

Access email settings from the avatar Icon at the top-right corner of your screen when logged into an administrator user account. In the menu dropdown, choose 'SMTP Settings’ to be redirected to the settings shown below:

To turn this feature on, fill out all fields in the SMTP Settings. This will require you to provide the ‘Email From’ Value, SMTP Host Address, SMTP Port Number, SMTP Username, and SMTP Password.  

‘Email From’ Value

This is the email address that will be used to send the Notification/Confirmation Emails from your server. You may still add email addresses in each Form's Notification/Confirmation Email Settings that will be used as the "Reply-To" email address. All emails will be sent from the email address specified in this setting.

SMTP Host Address

This is the Address of your outgoing email (SMTP) server. You may need to contact your Email Server Administrator/Provider for this information.

Note: We require that you use an SSL/TLS enabled email server

SMTP Port Number

The Port Number ensures that your email makes it to the right server. Most SMTP servers with SSL/TLS enabled use port 465 as a default, but you will need to contact your Email Server Administrator/Provider to ensure that you have the correct Port Number.

Note: Formstack does not support sending over Port 25 since it's unsecured and does not support either SSL or TLS, which we highly recommend. If possible, we recommend using either Port 485 or 587 depending on your SMTP settings.

SMTP Username/Password

These are the credentials with which we will authenticate to your server and send these emails. They sometimes can be the same as the login for your POP/IMAP account that you'd like to use; this information will need to come from your Email Server Administrator/Provider to ensure accuracy. You may update the password right here if there are ever changes to the password.

We understand that some SMTP don't require a username or password. Some simply require the whitelisting of an IP Address to allow relaying. Those IP Addresses are:

52.71.30.102 (original existing IP)
3.227.148.190 (new)
44.196.66.47 (new)
54.69.216.81 (new)
52.37.95.20 (new)
52.24.103.36 (new)

Additionally, you may need to whitelist our domain: appmail.formstack.com.

With all this information, you can toggle the switch at the top left of the SMTP Settings to enable this feature.
 

Please Note: These settings do not validate with your SMTP server and will allow you to turn this feature ‘on' even with incorrect information entered. If you enter incorrect information all emails from your Form will fail to send. Please check with your Email Server Administrator / Provider to get the correct information for each setting.
 

Microsoft 365

To authenticate using OAuth for Microsoft 365, follow the steps below: 

Note: To access the SMTP Settings page, you'll want to select your avatar Icon at the top-right corner of your screen when logged as an administrator user account and then select the option underneath. 

Step 1: Select Microsoft 365 from your drop-down

Step 2: Login using your Microsoft 365 account

Step 3: Accept the Terms of Use

Step 4: Toggle on your SMTP settings as shown below

Please Note: The email "from" address is set by Microsoft and will only pull into the setup within Formstack from Microsoft. We do not allow that address to be changed within our app and any changes to that address need to be adjusted within your Microsoft settings. 

Google OAuth

To authenticate using OAuth for Google, follow the steps below: 

Note: To access the SMTP Settings page, you'll want to select your avatar Icon at the top-right corner of your screen when logged as an administrator user account and then select the option underneath. 

Step 1: Select Google OAuth from your SMTP Authentication Method drop-down

Step 2: Login using your Google account

Step 3: Accept the Terms of Use

Step 4: Toggle on your SMTP settings as shown above 

Troubleshooting Tips

• If you are using Google Mail for your email and have 2-Step Verification set up on your account you will need to create an App Password in order to verify the account and complete the setup. For more details on this please review this help article from Google about setting up App Passwords
• If you are not using 2-Step Verification and you're still unable to set up your Gmail mail server, you may need to turn on End User Access as well as "Less Secure Apps" access. 
  • Ensure that Less Secure App Access is enabled at the Admin level.
  • Create the account that you want to use for Formstack's SMTP
  • Ensure that 2FA is not enabled for the account you wish to use for Formstack’s SMTP settings.
  • After you have checked 2FA, log into the account you wish to use for Formstack’s SMTP Settings, and click this link.  Here, toggle on Turn on Less Secure App Access. 
  • Log into Formstack and navigate to SMTP Settings from the avatar dropdown.
    • If you are a Formstack for Healthcare Account, you must use port 587 as this port is for TLS/STARTTLS
    • Test your settings to receive a test email.
    • If still unable to receive emails, you may need to white-list Formstack's Email IPs and the mail domain: appmail.formstack.com.
• If you are not receiving emails, please reach out to Support. Depending on the issue, we might receive an error message from your email server that we can check in our logs.
• If you are having trouble getting the emails to come through, it may help to whitelist our outgoing IP Addresses. (Please Note: These IP Addresses are specific to having your Email Settings "Enabled", this will not help with email deliverability otherwise).