Notifications and shared results

Email for each response

On the form's Settings tab, the Notifications card has Email me on every response. It is on by default. Each new response sends an email with the time, the respondent's email if you collected one, the score for a quiz, the first ten answers and a link to the full response.

The message goes to the person who created the form, if they are still in the workspace, and to the workspace owner. The card lists the addresses. Accounts that signed up through KingsChat without an email address cannot receive mail and are skipped.

Digest

Digest sends one summary instead of, or as well as, a message per response. Choose Off, Daily or Weekly. The email says how many responses arrived since the last one and lists the five most recent. It is only sent when there is something new, and switching it on starts counting from that moment, so you do not get a backlog.

The digest needs a plan that includes it.

Copy to the respondent

The Email a copy to respondents setting in the builder sends the respondent a receipt with up to 60 of their answers. It needs Collect email to be on and a plan that includes receipts. See Respondent experience settings.

When emails arrive

Emails are queued and sent by a background worker, so they can arrive some seconds or minutes after the response. A failure to send an email never stops a response from being saved.

Webhooks

To send each response to another system instead of an inbox, see Webhooks.

Read-only results link

Sometimes a client or a colleague only needs the numbers. On the Share tab, under Read-only results link, choose Create link to get an address like https://your-formwork-address/results/…. Anyone with it can open a summary page without an account.

What that page shows is deliberately limited:

• the number of responses, the median time to complete and a chart of responses over time;
• one chart per question of the live version;
• nothing that identifies a person: no emails, no individual answers, no free text, no uploaded files or addresses;
• no filters, and no completion rate or abandonment numbers.

Until a form has at least 5 responses, the page reads "Results appear soon", so a lone answer cannot stand out. A single question with fewer than 5 answers stays hidden for the same reason. The page is not indexed by search engines, and it may be up to 30 seconds behind.

New link replaces the address, and the old one stops working. Turn off revokes it. Only the form's owner can create or change the link, and it needs a plan that includes public results links.

Who sees what