Notifications and smart codes

Every form can send any number of emails. Each one is a separate notification with its own recipients, subject, body, format, timing, and conditions.

Settings → Notifications. Add, duplicate, and delete them from the list on the left.

One notification

Setting	What it does
On / Off	Whether this one sends at all
Name	For your own reference in the list
Send to	An email address you type, or a field on the form that holds one
Subject	The subject line, smart codes allowed
Message	The body, smart codes allowed
Format	Template · Raw HTML · Plain text
Send when	What event fires it
Only when	Conditions on the submitted values

Send to

Two modes. Enter email takes one or more addresses separated by commas, and accepts smart codes — {admin_email} is a good default. Field with the email address picks an email field on the form, so the notification goes to whoever submitted it.

That is the difference between the two emails most forms want: one to you, one to them.

Format

Format	What is sent
Template (default)	Your message inside a clean, responsive email — the site name on top, a small footer
Raw HTML	Exactly as written, as an HTML email
Plain text	No formatting at all

Raw HTML is only accepted in full from users with the unfiltered_html capability; from everyone else it is filtered to post-safe HTML.

Send when

Form kind	Options
Post form	A new post is submitted · A post is edited through the form · Either
Standalone, login, reset	The form is submitted
Registration	Someone registers · Their account is approved · Their account is denied
Product options	When the order is placed — not when the item is added to the cart

The edit options are only available once the form's mode allows editing.

Registration emails that arrive weeks later

A registration form's approved and denied notifications fire whenever someone decides the account on the Entries screen — possibly long after the sign-up. The values the person filled in are stored with the entry, so {field:key} still means what they typed, not an empty string.

Smart codes

Smart codes work in a notification's subject and body, in confirmation messages, and in redirect addresses.

Every form

Code	Fills in
{form}	The form's name
{site}	The site name
{admin_email}	The site's admin email
{date}	When, in the site's date and time format
{user_name}	Who submitted — the display name, or a visitor
{user_email}	Their account email
{user_link}	Their entry in VX Modules
{login_url}	The login page
{entry_link}	This entry in VX Modules
{all_fields}	Every submitted field, one per line, as Label: value
{email}	The submitter's email — an email field on the form, or their account
{field:key}	Any one submitted value, by field key

Post forms also get

Code	Fills in
{title}	The post's title
{link}	Its public link
{edit_link}	Its edit link in wp-admin
{status}	Its status
{action}	submitted or edited

Registration and reset emails

Code	Where it works
{verify_link}	The verification email — the link that verifies the address
{reset_link}	The reset email — the link that opens step 2

Those two emails are configured on their own settings pages, not as notifications. See Registration forms and Login and password reset.

Product options forms

Three more codes work in the confirmation message of a product options form on FluentCart — the message shown in place of the button when After adding is set to Stay on the page and show a message:

Code	Fills in
{product}	The product's title
{option}	The chosen variation
{quantity}	How many

They are filled in by FluentCart's add-to-cart response, so they belong in that message rather than in a notification. On WooCommerce the fields post with WooCommerce's own Add to cart, and WooCommerce's own notices apply.

{reset_link} is required

A password reset email without {reset_link} sends a link nobody can follow. The builder says so, and the field is checked before it saves.

Choice labels, not stored values

A choice field stores a value and shows a label. Notifications send the label — an email says Support, not help. That applies to selects, radios, button groups, multiselects, checkboxes, and terms, in both {field:key} and {all_fields}.

Uploads in emails

An uploaded file appears in a notification as its name. Nothing is attached — the email carries the record, and the file stays in the media library where the entry links to it.

Routing one form to several inboxes

The pattern worth knowing:

1. Add a Dropdown field — Department: Sales, Support, Billing.
2. Add three notifications, each with its own Send to.
3. On each, turn Only when on and add one rule: Department is the matching value.
4. Add a fourth notification with Send to set to the form's email field, so the submitter gets a receipt whatever they chose.