https://formapprovals.com/assets/BlogEmailNotifications-DT_TTcKe.js

1import{j as e,S as i,g as r,T as s,s as t,L as n}from"./index-B1JCX_-d.js";import{L as o}from"./List-Bq6CPE7n.js";import{I as a}from"./IconPuzzle-D23OF60d.js";function c(){return e.jsxs(i,{gap:"lg",children:[e.jsx(r,{order:2,children:"How to Send Email Notifications from Google Forms (Beyond the Basics)"}),e.jsx(s,{size:"sm",c:"dimmed",children:"Morgan Hopkins, Customer Success Manager"}),e.jsx(s,{size:"sm",c:"dimmed",children:"Last Updated: Mar 9, 2026"}),e.jsx(s,{children:"Google Forms™ makes it easy to collect responses, but when it comes to notifying the right people at the right time, the built-in options are surprisingly limited. If you've ever wished you could automatically email a manager when someone submits a request, or notify the person who filled out the form when their request has been processed, you're not alone."}),e.jsx(r,{order:3,children:"What Google Forms Offers Natively"}),e.jsx(s,{children:"Out of the box, Google Forms provides two basic notification options:"}),e.jsxs(o,{type:"ordered",spacing:"sm",children:[e.jsxs(o.Item,{children:[e.jsx(s,{fw:600,span:!0,children:"Email notifications to the form owner:"}),' You can enable email notifications so the form creator receives an email each time a new response is submitted. This is found under Responses > the three-dot menu > "Get email notifications for new responses."']}),e.jsxs(o.Item,{children:[e.jsx(s,{fw:600,span:!0,children:"Response receipts to respondents:"}),' If you enable "Collect email addresses" in form settings, you can also turn on "Send responders a copy of their response." This sends the respondent a copy of what they submitted — but nothing more.']})]}),e.jsx(r,{order:3,children:"Where the Built-In Notifications Fall Short"}),e.jsx(s,{children:"For simple surveys or feedback forms, these options may be enough. But for business processes — purchase requests, time-off requests, IT tickets, expense reports — you typically need much more:"}),e.jsxs(o,{spacing:"sm",children:[e.jsxs(o.Item,{children:["Notify a ",e.jsx(s,{fw:600,span:!0,children:"specific person"})," (like a manager or department head) based on the form submission — not just the form owner"]}),e.jsxs(o.Item,{children:["Send ",e.jsx(s,{fw:600,span:!0,children:"different people"})," different notifications depending on the answers provided"]}),e.jsxs(o.Item,{children:["Notify the original respondent when their request has been"," ",e.jsx(s,{fw:600,span:!0,children:"approved or rejected"}),", not just acknowledged"]}),e.jsxs(o.Item,{children:["Route notifications through a"," ",e.jsx(s,{fw:600,span:!0,children:"chain of approvers"})," — for example, a line manager first, then finance"]}),e.jsxs(o.Item,{children:["Include the ",e.jsx(s,{fw:600,span:!0,children:"form response data"})," in the notification email so the recipient has full context without opening a spreadsheet"]})]}),e.jsx(s,{children:"None of these are possible with Google Forms alone. This is where the Form Approvals add-on comes in."}),e.jsx(r,{order:3,children:"How Form Approvals Extends Google Forms Notifications"}),e.jsx(s,{children:"The Form Approvals add-on transforms Google Forms into a full notification and approval workflow engine. Here's how it works:"}),e.jsx(r,{order:4,children:"1. Notify Specific People Based on Form Answers"}),e.jsx(s,{children:'With Form Approvals, you can set up "dynamic recipients" — approvers whose email addresses are captured as part of the form submission. For example, if your form has a question asking "Who is your line manager?" with an email field, Form Approvals will automatically send that person a notification when the form is submitted.'}),e.jsx(r,{order:4,children:"2. Route Through Multiple Approvers"}),e.jsxs(s,{children:["Need a purchase request to go to a manager first, then to finance? Form Approvals supports sequential, multi-level approval chains. Each approver receives their notification only after the previous approver has responded. Learn more in our guide on"," ",e.jsx(t,{component:n,to:"/blog/how-to-create-a-multi-step-approval-process-in-google-forms/",children:"how to create a multi-step approval process"}),"."]}),e.jsx(r,{order:4,children:"3. Automatic Status Notifications to Respondents"}),e.jsx(s,{children:"When all approvers have responded, Form Approvals automatically emails the original respondent with the outcome — approved or rejected. No manual follow-up required. The respondent knows exactly where their request stands without having to ask."}),e.jsx(r,{order:4,children:"4. Full Response Data in Every Email"}),e.jsx(s,{children:"Every notification email sent by Form Approvals includes the complete form response data. Approvers can see exactly what was submitted and make their decision directly from the email — no need to open a spreadsheet or log into another system."}),e.jsx(r,{order:3,children:"Setting It Up: Step by Step"}),e.jsxs(o,{type:"ordered",spacing:"sm",children:[e.jsx(o.Item,{children:`Create your Google Form and add the questions you need. Make sure to include a question that captures the approver's email address (e.g., "Manager's email").`}),e.jsxs(o.Item,{children:["Go to Settings > Responses and enable ",e.jsx(s,{fw:600,span:!0,children:"Collect email addresses"}),". This allows Form Approvals to notify the respondent when the workflow completes."]}),e.jsxs(o.Item,{children:[e.jsx(t,{component:n,to:"/support/#installing-the-addon",rel:"noopener noreferrer",children:"Install the Form Approvals add-on"}),"."]}),e.jsxs(o.Item,{children:["Open the add-on from the puzzle piece ",e.jsx(a,{size:16,style:{verticalAlign:"middle"}})," icon in your form, add your approver(s) as dynamic recipients, and click Save."]}),e.jsx(o.Item,{children:"Submit a test response. The approver will receive an email with the form data and approve/reject buttons. Once they respond, the original submitter receives a notification with the outcome."})]}),e.jsx(r,{order:3,children:"Common Use Cases"}),e.jsx(s,{children:"This notification pattern works for virtually any business process where someone submits a request and someone else needs to act on it:"}),e.jsxs(o,{spacing:"xs",children:[e.jsx(o.Item,{children:"Time-off and leave requests"}),e.jsx(o.Item,{children:"Purchase orders and expense approvals"}),e.jsx(o.Item,{children:"IT access and equipment requests"}),e.jsx(o.Item,{children:"Event and facility booking approvals"}),e.jsx(o.Item,{children:"Content and document review workflows"}

1),e.jsx(o.Item,{children:"New vendor or supplier onboarding"})]}),e.jsx(r,{order:3,children:"Get Started"}),e.jsxs(s,{children:["Form Approvals is free to start with 20 responses per month. No credit card required, no per-seat pricing."," ",e.jsx(t,{component:n,to:"/pricing/",children:"View pricing"})," or"," ",e.jsx(t,{component:n,to:"/support/getting-started/",children:"get started today"}),"."]})]})}export{c as default};