Form notification routing — new per-recipient rules
Form submissions now route to the right person automatically. Configure rules that send each submission to a specific recipient — or a set of recipients — based on which form was submitted, what the visitor entered, where they came from, or when they submitted.
Previously, each form had a single notification recipient. That was the whole routing story. If your ops team wanted leads from a contact form to land in one inbox and quotes from a product page to land in another, the only answer was separate forms with separate admin setups.
That constraint is gone.
What changed
Before: One email address per form. Every submission went to the same recipient, regardless of context.
After: Each form supports a routing rules list. Add as many rules as the form needs. Each rule has a condition, a recipient list, and an optional fallback. Conditions stack — a single submission can satisfy multiple rules and trigger multiple notifications.
How routing rules work
A rule is a condition-action pair:
- Condition — the event or value that triggers this rule.
- Recipient list — one or more email addresses that receive the notification when the condition is met.
Condition types
| Condition | Example use |
|---|---|
| Form submitted | Any submission on this form triggers the rule |
| Source page | Submissions from /pricing go to the sales team |
| Field value | inquiry_type = "support" routes to the support inbox |
| Time of day | After-hours submissions go to an on-call address |
Setup walkthrough — SGEN Digital
SGEN Digital runs three forms: a general contact form, a wholesale inquiry form, and a B2B account request form. Before this release, all three routed to hello@yoursite.example. The marketing lead had to manually forward anything that looked like a wholesale lead to wholesale@yoursite.example.
With routing rules, that forward goes away.
Step 1: Open the form.
the admin → My Forms → select the form → Mail Settings → Routing Rules.
[Screenshot: Mail Settings tab showing the Routing Rules section]
Step 2: Add a rule.
Click Add Rule. The rule builder opens inline. Set the condition and the recipient list for this rule.
For SGEN wholesale inquiry form, the rule is:
- Condition: Form submitted (this form)
- Recipients:
wholesale@yoursite.example,ops@yoursite.example
[Screenshot: Rule builder panel with condition and recipient fields]
forms/routing-rules-rule-builder.png
Step 3: Add a second rule with a field-value condition.
For the B2B account form, the account_type field has two values: retail and wholesale. SGEN wants wholesale account requests to notify the wholesale manager directly.
- Condition: Field value —
account_typeequalswholesale - Recipients:
wholesale-manager@yoursite.example
- Condition: Field value —
account_typeequalsretail - Recipients:
retail@yoursite.example,hello@yoursite.example
[Screenshot: Field value condition set to account_type equals wholesale]
forms/routing-rules-field-value-condition.png
Step 4: Save.
Rules apply immediately on save. No cache clear needed.
Migration note
Routing rules are opt-in. Every form that had a single notification recipient before this release continues to behave exactly as it did — the existing recipient is preserved as the default. No action is required on existing forms unless you want to add rules.
To migrate an existing form to rules-based routing: open Mail Settings → Routing Rules on that form, add your rules, then optionally clear the legacy default recipient if the rules cover all cases.
Who benefits
- Ops teams routing leads to the right responder by form or field value — no manual forwarding.
- Marketing teams routing by campaign source page — submissions from a specific landing page reach the campaign owner directly.
- Support teams routing by issue type — field-value conditions map submission topics to the matching support queue.
Related docs
- Form notifications — Get Started — covers the baseline SMTP setup and the default recipient field.
- Forms reference — full field map for the Mail Settings area, including the routing rules schema.