--- title: "Send Email Based on Drop Down Selection - Convert Forms" description: "Running a single contact form for several departments? Convert Forms can send every submission straight to the inbox of the team the user selects, so" url: "https://www.tassos.gr/docs/convert-forms/email-notifications/send-email-dropdown-selection" date: "2026-06-17T16:24:32+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) # Send Email Based on Drop Down Selection Running a single contact form for several departments? Convert Forms can send every submission straight to the inbox of the team the user selects, so each enquiry reaches the people who can help it, automatically and with no manual forwarding on your part. ## [Method 1: Email Address in the Dropdown Value](#method-1-email-address-in-the-dropdown-value) This is the fastest approach: store each department's address directly in the dropdown, then point a single Email Task at the field. In a dropdown (or radio) field, every option has a **label** the user sees and a **value** that gets submitted. Put the department name in the label and the matching email address in the value. 1. Edit your form and add a **Dropdown** field. Let's call it *department*. 2. In the field's **Choices** section, set each option's label to the department name and its value to the matching email address: | Label | Value | |---|---| | Sales Department | | | Support Department | | | Billing Department | | ![Set up the Dropdown department choices with emails as values](https://www.tassos.gr/images/2026/06/dropdown-choices-with-emails.png) 3. Open the **Tasks** panel and create a new Email Task. Set the **Trigger** to **New Submission** and the **Action** to **Send an Email**. 4. In the **To** option, select the dropdown field's Smart Tag: `{field.department}` ![Set Email Recipient to the Department dropdown field where choices are the email addresses](https://www.tassos.gr/images/2026/06/send-email-to-dropdon-choices-with-emails.png) 5. Fill in the **Subject** and **Body**, give the task a title, enable it, and click **Save**. Save the form. Now every submission is emailed to the address behind the selected option, and you can add or change departments later just by editing the dropdown, with no need to touch the task. ## [Method 2: One Task per Department with Conditional Logic](#method-2-one-task-per-department-with-conditional-logic) This approach keeps every email address out of your form's HTML. The dropdown stores only a harmless key, and the real addresses live inside your tasks, where visitors can't see them. The trade-off is a little more setup: one Email Task per department. 1. Edit your form and add a **Dropdown** field named *department*. This time, set each option's value to a plain key rather than an email address: | Label | Value | |---|---| | Sales Department | sales | | Support Department | support | | Billing Department | billing | 2. Open the **Tasks** panel and create an Email Task for the first department: - Set the **Trigger** to **New Submission** and the **Action** to **Send an Email**. - In the **To** option, type the real address, e.g. `sales@example.com`. - Scroll to **Conditional Logic**, switch on **Run this task when certain conditions are met**, and add a condition: the *department* field **is** `sales`. For how conditions work, see [Conditional Logic](https://www.tassos.gr/docs/convert-forms/features/tasks#conditional-logic) in the Tasks guide. ![Set the email recipient to the department email address](https://www.tassos.gr/images/2026/06/email-task-recipient-department-email.png) Next is to set up the Conditional Logic section: ![Set the email task to send only when the department is the correct one](https://www.tassos.gr/images/2026/06/email-task-department-conditional-logic.png) 3. Repeat for each remaining department, changing only the **To** address and the condition value (`support`, `billing`, and so on). 4. Give each task a title, enable it, and click **Save**. Save the form. Now the matching task fires only when its department is selected, and the addresses never appear in the page. > **Avoid duplicating the email body.** Since every department task sends the same message, don't paste the body into each one, or you'll have several copies to keep in sync. Keep the message in one place and load it into each task's **Body** with a shared template. See [Create Reusable Email Templates](#). ## [Tips](#tips) - **Show the chosen department in the email.** In Method 1, `{field.department}` outputs the option's value, which is the email address. To print the friendly department name in your subject or body instead, use the label Smart Tag `{field.department.selected.label}`. In Method 2 the value is already readable (e.g. *sales*), and the same tag gives you the full label (*Sales Department*). - **Need different content per department, not just a different recipient?** Method 2 already gives you a separate task per department, so simply write a different **Body** in each one. See [Send Different Emails to Different Recipients](#). ## [Troubleshooting](#troubleshooting) - **The email bounces or goes nowhere.** Check that each dropdown option's *value* is a valid email address and that the **To** option references the correct field name. - **The wrong task runs, or none of them do.** Make sure each task's condition matches the dropdown *value* exactly (the key, not the label) and that Conditional Logic is enabled on every task. - **The email shows a key or address instead of the department name.** Use `{field.department.selected.label}` wherever you want the human-readable label. Learn more in [Smart Tags](https://www.tassos.gr/docs/convert-forms/features/smart-tags). 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