Forms Integrations
How to Send an Email Based on a Gravity Forms Field Value
You can use Zapify to automatically send an email only when a specific field on a Gravity Forms submission matches a value you choose.
For example, you can notify a specific team only when someone selects Urgent in a priority field, alert sales only when a Budget field is above a certain amount, or route an enquiry based on which option a visitor picked in a dropdown.
Instead of sending every submission to everyone and letting people filter through them, Zapify can send the email only when the field value you care about is actually present.
What Does This Automation Do?
This automation uses:
- Trigger: A field has a particular value
- Action: Send an email
Unlike A form is submitted, which fires for every submission, this trigger only fires when the field you select matches the value or condition you configure.
When a submission on the selected Gravity Forms form matches that field value, Zapify automatically sends the configured email.
Why Use This Automation?
This automation can be useful when you want to:
- Route notifications based on what someone selected in the form.
- Alert a specific team only for the submissions that concern them.
- Flag high-priority or high-value submissions automatically.
- Avoid sending every team every submission regardless of relevance.
- React only to the specific answers you care about, not the whole form.
- Reduce noise for teams who only need a subset of submissions.
Who Can Use This Automation?
This automation can be useful for:
- WordPress website owners using Gravity Forms with dropdowns, radio buttons, or checkboxes.
- Support teams that triage enquiries by category or urgency.
- Sales teams that want to be notified only about qualifying leads.
- Websites with multi-purpose forms feeding different teams.
- Anyone who wants a targeted notification instead of one for every submission.
How to Create This Automation
Step 1: Create a New Automation
Go to Zapify and create a new automation.
Give your automation a name that makes it easy to understand.
For example:
Notify Sales When Budget Field Is High
Click Create to continue.
Step 2: Add the Trigger
Click Add Trigger.
Select Gravity Forms as the trigger app.
Select:
A field has a particular value
This tells Zapify to check the value of a field every time the selected form is submitted, and only continue when it matches.
Step 3: Configure the Field and Value
Select the Gravity Forms form you want Zapify to monitor.
Then select the specific field to check — for example, a Priority dropdown or a Budget number field.
Choose the value or condition to match. Depending on the field type, this may be an exact value (such as Urgent), or a comparison (such as greater than a number).
Only submissions where this field matches the condition will continue to the action.
Step 4: Add the Action
Once the trigger is configured, click Add Action.
Select Wordpress as the action app.
Select:
Send an email
This tells Zapify what should happen when a submission matches the field value.
Step 5: Configure the Email
Configure the email you want Zapify to send.
Choose who should receive the notification and enter the email subject and message.
For example:
To: Your sales team
Subject: High-budget enquiry received
Message:
A new form submission matched the condition you configured.
Please review the full submission for details.
You can use the {} token button to include the matched field's value along with any other information from the submission.
Configure the email according to your needs.
Step 6: Set the Automation Live
Once everything is configured, click Set Live at the top.
A newly created automation is initially a Draft.
The automation will only start working after you set it live.
How to Test the Automation
To test the automation:
- Open the selected Gravity Forms form on your website.
- Submit the form using a value that matches your configured condition.
- Wait for the automation to run and confirm the email arrives.
- Submit the form again using a value that does not match.
- Confirm that no email is sent for the non-matching submission.
If the automation is active and correctly configured, Zapify should only send the email for matching submissions.
Simple Example
Imagine your Enquiry Form has a Priority dropdown with options: Low, Medium, and Urgent.
A visitor submits the form and selects Urgent.
Zapify checks the Priority field, sees that it matches Urgent, and automatically sends an email to your support lead.
The workflow is:
Priority field equals Urgent → Zapify detects the match → Email is sent
Submissions marked Low or Medium do not trigger this particular email.
Other Ways You Can Use This Automation
You can use this trigger for many different field-based conditions.
For example:
Budget field is above a threshold → Notify sales
Department dropdown equals Support → Notify the support team
Country field equals a specific country → Notify a regional manager
Checkbox for "Request a callback" is checked → Notify the call team
Category field matches a value → Route to the relevant team
You can create one automation per condition, so each team only sees what matters to them.
Frequently Asked Questions
Can Zapify send an email based only on one field's value?
Yes. The A field has a particular value trigger only continues when the field you select matches the condition you configure — every other submission is ignored.
How is this different from "A form is submitted"?
A form is submitted fires for every submission on the form. This trigger only fires when a specific field matches a value or condition you set, so it is more targeted.
What kinds of fields can I match on?
You can match on the field types your form uses, such as dropdowns, radio buttons, checkboxes, and number fields, depending on what Gravity Forms exposes for that field.
Can I set up more than one condition for the same form?
Yes. You can create separate automations, each checking a different field or value, so different teams get notified about the submissions relevant to them.
Can I include the matched field's value in the email?
Yes. You can use the available {} token options to include the field value along with other submission details.
Do I need to write any code?
No. You can configure this automation using Zapify's trigger and action settings without writing code.
Summary
With Zapify, you can automatically send an email only when a specific Gravity Forms field matches a value you care about.
The setup is simple:
A field has a particular value → Send an email
This can help teams cut through form noise and get notified only about the submissions that are actually relevant to them.
Once the automation is set live, Zapify handles the filtering and notification automatically.