Admin email notification

How to Configure Admin Email Notification in Viformy #

Admin Email Notification is the email sent to store administrators whenever a customer submits a form. It helps your team receive submitted information quickly without opening the Submissions page every time.

Before You Start #

Before configuring admin email notification, make sure the following requirements are met:

• Save submission data is enabled: Open the form Settings tab and make sure Save submission data is turned on. If this option is disabled, Viformy will not save submissions, send emails, or sync data to third-party integrations.
• Your form has valid submission data for testing: Having at least one valid submission helps the system generate sample values when testing email variables.
• An email provider is available: By default, Viformy uses the Viformy email provider. If you want to send emails through your own SMTP service, configure it in the SMTP section of the Email panel.

 

Go to the Viformy app in Shopify Admin and open the form you want to configure.

In the left sidebar of the Form Builder, select the Email tab.

Inside the Email panel, you will see these sections:

• Admin notification email
• Auto-response email to customer
• SMTP

To configure the email sent to store administrators, open Admin notification email.

 

Step 2: Enable Admin Notification Email #

In the Admin notification email section, enable Send notification email to admin.

Once enabled, Viformy will send an email notification to the admin whenever a customer submits the form.

The following fields are required when admin notification is enabled:

• To
• Subject
• Email body

 

Step 3: Configure the To Field #

 

The To field defines who receives the admin notification email. You can enter a specific email address:

admin@example.com

Or use the shop email variable:

{{shop_email}}

By default, Viformy uses {{shop_email}}. This variable is replaced with the store email from Shopify.

You can also enter multiple recipients separated by commas:

admin@example.com, support@example.com

When the email is sent, the first email address is used as the main recipient. The remaining addresses are added as CC recipients.

Note: If you use {{shop_email}} but your Shopify store does not have an email address, the notification may not be sent. In that case, enter a specific email address instead.

 

Step 4: Configure BCC #

The BCC field is used for hidden copy recipients. Example:

manager@example.com, team@example.com

BCC recipients will receive the notification email, but their addresses will not be visible to other recipients. This field is optional.

 

Step 5: Configure the Subject #

The Subject field is the title of the email sent to the admin.

New form submission from {{form_title}}

You can also use:

New message from {{shop_name}}

Admin notification supports dynamic variables in the subject, such as {{shop_name}} and {{form_title}}.

 

Step 6: Configure the Email Body #

The Email body field is the content of the admin notification email. It uses a rich text editor, so you can add text, line breaks, formatting, and dynamic variables.

Default content:

<p>Hello Admin,</p>
<p>A new form has been submitted.</p>

Suggested email body:

Hello Admin,

You have received a new submission from {{form_title}}.

Submission details:
{{all_field_values}}

Store: {{shop_name}}
Website: {{go_to_website_label="Go to website"}}

Common variables for the email body:

• {{shop_name}}: Store name
• {{shop_url}}: Store URL
• {{shop_email}}: Store email
• {{form_title}}: Form title
• {{all_field_values}}: All submitted field values, displayed as a table
• {{go_to_website_label="Go to website"}}: Creates a link to the store website

Viformy also generates variables for individual form fields, such as:

{{email-1}}
{{name-1}}
{{phone-1}}
{{textarea-1}}

You can click a variable shown in the Email panel to copy it, then paste it into the Subject or Email body.

 

Step 7: Select an SMTP Provider #

In the same Email panel, open the SMTP section. You can choose the email provider used to send notifications:

• Viformy: Default provider
• Custom SMTP provider, such as Gmail SMTP, Brevo, Mailjet, SendGrid, Amazon SES, Yahoo SMTP, or another SMTP service

Note: Third-party email providers often require sender verification. For example, SendGrid may require Sender Identity verification, and Amazon SES may require email or domain verification.

#

Step 8: Test the Email #

The Email panel includes a test function for SMTP/email settings. When testing, Viformy checks the selected provider and sends a test email to the address in the To field if Admin notification email is enabled.

The test result is recorded in Email Reports with a status such as Success, Failed, or Timeout.

If the test fails, check the following:

• The To field contains a valid email address.
• {{shop_email}} returns a real email address.
• The SMTP provider is configured correctly.
• The sender email has been verified by the provider.
• The Subject and Email body fields are not empty.

 

Step 9: Save the Form #

Email settings are saved automatically after you stop editing for about 1.5 seconds.

However, when saving the form, if Admin notification is enabled and required fields are missing, Viformy will show a warning. Make sure these fields are completed:

• To
• Subject
• Email body

What Happens After Configuration #

• The submission is saved.
• Viformy checks the hourly email sending limit.
• The system loads the email settings of the form.
• If Admin notification is enabled, variables in To, BCC, Subject, and Email body are replaced with real values.
• The email is sent to the admin.
• The sending result is saved in Email Reports.

If the email cannot be sent, the submission may still be saved. Email Reports will show the status as Failed or Skipped, depending on the issue.

Quick Setup Example #

To:

{{shop_email}}

BCC:

support@example.com

Subject:

New submission from {{form_title}}

Email body:

Hello Admin,

A customer has submitted the form: {{form_title}}.

{{all_field_values}}

Shop: {{shop_name}}
Website: {{go_to_website_label="Go to website"}}