---
title: "Set up Auto-Responder Emails - Convert Forms"
description: "Would you like to automatically send an email whenever a user submits one of your forms? With Convert Forms you can reply to the person who filled out"
url: "https://www.tassos.gr/docs/convert-forms/email-notifications/auto-responder-emails"
date: "2026-06-17T16:25:45+00:00"
language: "en-GB"
---

[ Home ](https://www.tassos.gr/index.php?option=com_content&view=category&layout=blog&id=24&Itemid=1088) / [ Convert Forms ](https://www.tassos.gr/index.php?option=com_content&view=category&id=43) / [ Email Notifications ](https://www.tassos.gr/index.php?option=com_content&view=category&id=79)

#  Set up Auto-Responder Emails

Would you like to automatically send an email whenever a user submits one of your forms? With Convert Forms you can reply to the person who filled out the form, notify your team of the new submission, or do both at once. The **Email Task** gives you full control over each email sent by your form: choose the recipients, route emails based on what the user submitted, pull submission data in with Smart Tags, style the message with inline CSS, attach uploaded files, and send only when your conditions are met, no code required. This guide walks you through setting one up and explains every option in detail.

## [Send an Email Notification](#send-an-email-notification)

To send an automated email every time your form is submitted, follow the steps below:

1. Go to **Components → Convert Forms → Forms**.
2. Create a new form or click to edit an existing one.
3. From the left sidebar, open the **Tasks** panel.
4. Click **Create your first task**, then select the **Email** app.

    ![Select the Email app in Tasks](https://www.tassos.gr/images/2026/06/select-email-app-in-tasks.png)
5. Choose a trigger and an action, then click **Continue**:

    - Set the **Trigger** to **New Submission** so the task fires every time the form is submitted.
    - Set the **Action** to **Send an Email**.

    ![Send an email when a new submission is created](https://www.tassos.gr/images/2026/06/email-task-select-trigger-action.png)
6. Configure the email. The Email Task comes prefilled with the most common settings, so out of the box it sends a notification to your site's email address. Fill in the essential fields in the next steps to match what you want to send. Each field accepts plain text, [Smart Tags](https://www.tassos.gr/docs/convert-forms/features/smart-tags), or a mix of both.

    ![The Email Task App setup fields](https://www.tassos.gr/images/2026/06/email-task-app-setup-screen.png)
7. Set the **Subject**, the subject line of the email. Mix plain text with Smart Tags, for example `New Submission #{submission.id}`, where `{submission.id}` is the unique ID of the submission.

8. Set the **To** address, the recipient of the email. It accepts a single address, several comma-separated addresses, or a Smart Tag. It defaults to `{site.email}`, which pulls the administrator email from your Joomla configuration.

    To send it somewhere else, such as to the person who filled out the form, see [Email Routing](#email-routing) below.

9. Set the **From Name**, the sender name your recipients see. It defaults to `{site.name}`, your site's name from the Joomla configuration. To use the submitter's name instead, set it to the relevant field Smart Tag.
10. Set the **From** address, the sender email. It defaults to `{site.email}`. For the best deliverability, use the address configured in your **Global Configuration → Server → Mail** settings, since many hosts block email sent from unrelated domains.
11. Write the **Body**, the content of the email. It defaults to the `{all_fields}` Smart Tag, which lists every submitted field and its label. Replace it with your own text, specific field Smart Tags, or HTML to build the message you want.
12. (Optional) Send the email only when certain conditions are met, for example only when an opt-in checkbox is ticked. See [Send Emails Conditionally](#send-emails-conditionally) below.

13. Give the task a title so you can recognize it later, which is handy once a form has several tasks. Click the label at the top of the dialog and type a title.

    ![Specify the Email Task title](https://www.tassos.gr/images/2026/06/specify-email-task-title.png)
14. Activate the task and save. New tasks start in **draft** so you can finish configuring them before they run. Click the toggle next to the task's title to enable it, click **Save**, then save the form.

    ![Enable the Email Task](https://www.tassos.gr/images/2026/06/enable-the-email-task-app.png)

That's it. Your form now automatically sends an email with every submission (or only when your conditions are met).

## [Send Multiple Emails](#send-multiple-emails)

You'll often want more than one email per submission, for example, one notification to your team and a separate confirmation to the person who filled out the form. Each email is its own Email Task, with its own recipients, subject, body, attachments, and Conditional Logic.

To add another email, create a new Email Task and configure it independently. Tasks run from top to bottom, so drag your Email Tasks into the order you want them to send.

![Send two emails in form, one to administrator and another to client](https://www.tassos.gr/images/2026/06/multiple-email-tasks-in-form.png)

## [Send Emails to Multiple Recipients](#send-emails-to-multiple-recipients)

A single Email Task can reach several people at once. There are three ways to do it, and you can combine them:

- **Comma-separated addresses in the To option:** Enter every recipient in the **To** field, separated by commas, e.g. `sales@example.com, manager@example.com`. Every address receives the same email and can see the others.
- **Using CC:** Add addresses to the **CC** field to send a visible copy. CC recipients are typically people who should be kept in the loop rather than the primary recipient.
- **Using BCC:** Add addresses to the **BCC** field to send a hidden copy. BCC recipients receive the message, but their addresses stay invisible to everyone else, which is useful for archiving a copy to an internal mailbox.

All three fields accept Smart Tags, so recipients can be pulled dynamically from the submission.

## [Send Different Emails to Different Recipients](#send-different-emails-to-different-recipients)

When different people need *different* messages, don't try to cram everything into one email. Instead, create one Email Task per audience and use **Conditional Logic** to decide which one runs.

For example, you can build a "Sales" Email Task and a "Support" Email Task, then add a condition to each so only the relevant one fires based on a dropdown selection or a checkbox. Because tasks run independently, several can fire on the same submission when their conditions all match. See [Send Emails Conditionally](#send-emails-conditionally) for how to build the conditions, and [Send Email Based on Drop Down Selection](https://www.tassos.gr/docs/convert-forms/email-notifications/send-email-dropdown-selection) for routing by a single field value.

## [Attach Files to Emails](#attach-files-to-emails)

The **Attachments** field accepts local file paths relative to the root of your webspace, separated by commas:

`{field.upload1}, {field.upload2}, images/avatar.png`

![Send multiple attachments in Email Task](https://www.tassos.gr/images/2026/06/multiple-attachments-in-email-task.png)

You can attach:

- **Files uploaded through the form**: Use the Smart Tag of your [File Upload](https://www.tassos.gr/docs/convert-forms/fields/file-upload) field, e.g. `{field.upload1}`.
- **Static files from your site**: Point to any file under your Joomla root, e.g. `images/terms.pdf`.
- **The generated submission PDF**: If you use the PDF feature, attach it with `{submission.pdf}`. See [Attach the Submission PDF to Emails](https://www.tassos.gr/docs/convert-forms/email-notifications/attach-submission-pdf) for the full setup.

## [Create Reusable Email Templates](#create-reusable-email-templates)

If you send the same email design across several forms, keep its content in one place instead of rebuilding it for each form. Store your layout once and load it into the Email Task **Body**, so you edit the template in a single place and every email stays in sync. We recommend storing it as a Code Snippet, but a Joomla Module or Article works too.

### [Using Code Snippets (Recommended)](#using-code-snippets-recommended)

[Code Snippets](https://www.tassos.gr/joomla-extensions/code-snippets) is built for exactly this: store a reusable piece of content once and drop it in wherever you need it. It's the cleanest option, because the snippet exists only to be embedded, so it never renders anywhere on your site by accident, and you can reuse it across any form.

1. Log into your Joomla administrator.
2. Go to **Components → Tassos Code Snippets → Snippets**.
3. Click **New**.
4. Give it a descriptive **Title**, for example *Email Template*, and select **HTML** as the Code Type.
5. Set the **Insertion Method** to **Shortcode**, so the snippet is inserted only where you place it rather than auto-inserted across your site.
6. Paste your email layout into the editor, Smart Tags included (e.g. `{all_fields}` or `{form.name}`). Set the **Status** to Published, save, and note the snippet's **alias**.
7. In the Email Task **Body**, insert the snippet with its shortcode:

    `{tcs email-template}`

    Replace `email-template` with your snippet's alias.
8. Reuse the same shortcode in any other form's Email Task. To change the wording everywhere, edit the snippet once.

### [Using a Joomla Module](#using-a-joomla-module)

1. Create a Joomla **Custom HTML module** under **Extensions → Modules → New** and paste your email layout into it, Smart Tags included (e.g. `{all_fields}` or `{form.name}`). Assign it to an unused module position, for example `email_template`.
2. Make sure the **Content - Load Modules** plugin is enabled under **System → Plugins**.
3. In the Email Task **Body**, load the module by its position:

     ```
    { loadposition email_template }
    ```
4. Reuse the same shortcode in any other form's Email Task. To change the wording everywhere, edit the module once.

### [Using a Joomla Article](#using-a-joomla-article)

Convert Forms can pull an article's body straight into the email, so you can keep your template as a regular Joomla article with no module wrapper.

1. Create or open the Joomla **Article** that holds your email layout, Smart Tags included, and note its **ID** from the article list.
2. In the Email Task **Body**, load the article by its ID with the `{article.fulltext}` shortcode:

    `{article.fulltext --id=42}`

    Replace `42` with the ID of your article.
3. Reuse the same shortcode in any other form's Email Task. To update the wording everywhere, edit the article once.

Whichever method you choose, Smart Tags inside the shared content are still resolved per submission, so a single template stays fully dynamic across all your forms.

## [Include Submission Data in Emails](#include-submission-data-in-emails)

[Smart Tags](https://www.tassos.gr/docs/convert-forms/features/smart-tags) are dynamic placeholders wrapped in curly braces that insert real submission data into your email. The most useful ones for emails are:

- **`{all_fields}`** : Outputs every submitted field with its label, formatted as simple HTML. This is the default **Body** content and the quickest way to include a full copy of the submission. It supports options you can combine in the same tag:
    - `{all_fields --hideLabels}` : output values without labels.
    - `{all_fields --excludeEmpty}` : skip fields the user left blank.
    - `{all_fields --excludeFields=text1,dropdown2}` : skip specific fields by name.
    - `{all_fields --excludeTypes=hidden}` : skip fields by type, e.g. hidden fields.
- **`{field.NAME}`** : Outputs a single field's value, where `NAME` is the field's name. Use `{field.NAME.label_}` for its label (the trailing underscore is required), `{field.NAME.html}` for a clickable/HTML-friendly version (mailto, tel, file links, etc.), and `{field.NAME.raw}` for the unescaped raw value.
- **`{submission.id}`** : The unique submission ID, useful in subjects and reference numbers.
- **`{form.name}`** : The name of the form, helpful when one mailbox receives emails from several forms.

![Use Smart Tags in Email Task subject, sender, recipient](https://www.tassos.gr/images/2026/06/use-smart-tags-in-email-task-subject-recipient-sender.png)

## [Customize the Email Body](#customize-the-email-body)

The **Body** field is fully customizable:

- **Using the Visual Editor:** Type and format your message directly, mixing static text with Smart Tags.
- **Applying HTML in the Body:** Paste your own HTML for full control over layout, buttons, and structure.
- **Applying CSS:** Add CSS rules in the **Email CSS Styles** field. Convert Forms inlines them automatically for better compatibility across email clients. Enter rules only, with no `<style>` tags. For a deeper guide, see [Styling Emails with CSS](https://www.tassos.gr/docs/convert-forms/email-notifications/styling-emails-with-css).

If you also need a plain-text version for clients that don't render HTML, see [Sending Plain-Text Alternative Body Emails](https://www.tassos.gr/docs/convert-forms/email-notifications/plain-text-alt-body).

![Use Smart Tags in Email Task body](https://www.tassos.gr/images/2026/06/smart-tags-in-email-task-body.png)

## [Email Routing](#email-routing)

The right recipient often isn't fixed; it depends on what the user submitted. Rather than hard-coding an address, you can have Convert Forms send each email to the right person based on the submission itself. Here are the most common ways to route your emails:

- **Email the person who filled out the form:** Set **To** to your Email Address field Smart Tag. Full guide: [Email the Person Who Filled Out the Form](https://www.tassos.gr/docs/convert-forms/email-notifications/email-form-submitter).
- **Email the author of the article:** When one form appears on many articles, add a Hidden Field with its **Default Value** set to `{article.user.email}`, then set **To** to that field's Smart Tag (e.g. `{field.author}`). The email goes to the author of whichever article the form was submitted from.
- **Email based on a dropdown selection:** Store an address in each dropdown option's value and set **To** to the dropdown field. Full guide: [Send Email Based on Drop Down Selection](https://www.tassos.gr/docs/convert-forms/email-notifications/send-email-dropdown-selection).
- **Route emails using Conditional Logic:** For anything more complex, create one Email Task per destination and gate each with conditions. See below.

## [Set the Reply-To Address](#set-the-reply-to-address)

By default, when someone replies to one of your form emails, the reply goes to the **From** address. To send replies somewhere else, set the **Reply To Email** option on the Email Task.

The most common use is an admin notification: the email is sent from your site address, but you'd like to reply straight to the person who filled out the form. Set **Reply To Email** to your Email Address field Smart Tag, e.g. `{field.email}`, and hitting reply in your inbox will open a message addressed to the submitter.

You can also set a **Reply To Name** to pair a name with that address. If you leave **Reply To Name** empty, it falls back to the **From Name**, and if you leave **Reply To Email** empty, replies simply go to the **From** address.

## [Send Emails Conditionally](#send-emails-conditionally)

By default, an Email Task runs on every submission. Enable **Conditional Logic** on the task, and it runs only when the submission matches your rules, so you can send a copy only when an opt-in checkbox is ticked, email a department only when it's selected, or alert your team only for specific entries.

To set this up, scroll to the **Conditional Logic** section while editing the Email Task and switch on **Run this task when certain conditions are met**. For how conditions, operators, and condition groups work, see [Conditional Logic](https://www.tassos.gr/docs/convert-forms/features/tasks#conditional-logic) in the Tasks guide.

For a worked email example that sends a copy only when the user opts in, see [Send an Email Only When a Checkbox Is Checked](https://www.tassos.gr/docs/convert-forms/email-notifications/send-email-checkbox-checked).

## [Troubleshooting](#troubleshooting)

Seeing problems with the delivery of your auto-responder or admin notification emails? Deliverability depends on many factors, but the fix is usually a mail-configuration or SMTP issue. If an Email Task isn't sending, check the following:

1. Joomla mail sending is enabled under **System → Global Configuration → Server → Mail**.
2. If your **Mailer** is set to **PHP Mail**, delivery depends on your server being correctly configured to send email. If messages aren't going out, contact your host to confirm the server can send mail.
3. For the most reliable delivery, we strongly recommend sending through an **SMTP** provider instead. It's the most robust option and avoids most server-side delivery problems.
4. Your SMTP settings are valid.
5. The **From** address belongs to your domain or matches your SMTP account.
6. The recipient address is valid.
7. The task is activated and the form is saved.
8. Any Conditional Logic on the task actually matches the submitted data.
9. Run a test with the free [mail-tester.com](https://www.mail-tester.com/) service to check whether your site's emails reach the inbox rather than the spam folder.

For a complete walkthrough, see [Troubleshooting Email Delivery](https://www.tassos.gr/docs/convert-forms/email-notifications/troubleshooting-email-delivery). To learn more about how tasks, triggers, actions, and Conditional Logic work, see [Working with Tasks](https://www.tassos.gr/docs/convert-forms/features/tasks).

 Last updated on Jun 17th 2026 17:06

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