How to Send an Email Based on a Gravity Forms Field Value

Q: Can Zapify send an email based only on one field's value?

Yes. The A form is submitted with a specific value in a field trigger checks the field you choose against the value you set, and only continues when they match. Every other submission is ignored before it ever reaches the email action, so the recipient hears about matching submissions only. This filtering is free.

Q: How is this different from "A form is submitted"?

A form is submitted fires for every entry on the form, so the email action runs each time. The field-value trigger fires only when a specific field equals your value, so it is targeted: teams get notified about the submissions that concern them and are not flooded with everything else the form collects.

To send an email only when a specific Gravity Forms field matches a value you choose, build a Zapify automation with the A form is submitted with a specific value in a field trigger and the Send an email action. The matching happens inside the trigger itself, so only submissions carrying that value ever reach the email step. This is free — it is trigger-level filtering, so you do not need PRO Conditions for this recipe.

What this automation does

This automation connects one trigger to one action:

Trigger: A form is submitted with a specific value in a field (Gravity Forms)
Action: Send an email (WordPress)

Unlike A form is submitted, which fires for every entry, this trigger fires only when the field you pick equals the value you set. When a matching submission arrives, Zapify sends the email you configure. Both the trigger and the action are in Zapify's free build.

How the match works

The trigger compares one chosen field against one value:

Matching ignores letter case and surrounding spaces — Urgent, urgent, and Urgent all match Urgent.
For a checkbox or multi-select field, the submission matches if one of the chosen options equals your value.
The comparison is an equality match, not a numeric range or pattern. To match "greater than 500" or a text pattern, you need automation Conditions (PRO) on top of the trigger.

How to create this automation

Everything is built in the Zapify visual builder. You need Gravity Forms installed and a form with a field worth matching on — a dropdown, radio, checkbox, or text field.

Step 1: Create a new automation

In the WordPress admin, go to Zapify → Automations.
Click Add New to open the builder.
Name it clearly, for example Notify sales when Priority is Urgent.

Create a new automation

Step 2: Add the trigger

Click Add Trigger.

Choose Gravity Forms as the app.

Select Gravity Forms as the trigger

Select A form is submitted with a specific value in a field.

Select GravityForm - Submitted with Specific Value in a Field

Step 3: Configure the form, field and value

Configure three settings, in order — choosing the form fills the field list:

Field	What to set
Form	The Gravity Forms form to watch, for example an Enquiry Form.
Field	The field to check, for example a Priority dropdown. The list is populated from the form you chose.
Value	The value that must match, for example `Urgent`. Case and surrounding spaces are ignored.

Only submissions where the chosen field equals your value continue to the action; every other submission is ignored.

Step 4: Add the Send an email action

Click Add Action.

Choose WordPress as the app.

Select WordPress as the action

Select Send an email.

Select Send an email

Step 5: Configure the email

Edit the Send an email action

Fill in the email fields:

To — the team that should hear about matching submissions.
Subject — for example, High-priority enquiry received.
Message — the body of the notification.

Use the token button ({ }) to insert the matched value and other submission details. See Tokens you can insert below.

Select the email recipient

Complete the Send an Email Action

Step 6: Set it live and save

New automations start as a Draft. Set both the trigger and the action to Live, then click Save. The automation runs only once it is live.

Tokens you can insert

The trigger exposes tokens for the match itself, every field on the form, and the standard entry details. Insert them with the { } button.

Token	What it holds
Matched value	The value that satisfied the match
Matched field ID	The ID of the field that was matched
All fields	The whole submission as one readable block
(each form field)	Every field on the chosen form, by its label
Entry ID / Form title	The submission's entry and form

How to test it

Open the selected form on your site.
Submit it with a value that matches your condition and confirm the email arrives.
Submit it again with a value that does not match.
Confirm no email is sent for the non-matching submission.

If a matching submission does not trigger, confirm the automation is Live, check the Value for stray characters, and review Zapify → Logs. See Troubleshooting for more.

Need more than an exact match?

The trigger does one equality match on one field. For numeric ranges, text patterns, date comparisons, or combining several fields with AND/OR, add automation Conditions — a Zapify PRO feature. See Filters and conditions.

Conclusion

The A form is submitted with a specific value in a field trigger lets you route Gravity Forms notifications by what people actually chose — for free, with the filtering built into the trigger rather than a paid Condition. Create one automation per value so each team sees only what matters to them. To email on every submission instead, see Send an email when a Gravity Forms form is submitted; for richer matching rules, see Filters and conditions.

FAQs

Can Zapify send an email based only on one field's value?

Yes. The A form is submitted with a specific value in a field trigger checks the field you choose against the value you set, and only continues when they match. Every other submission is ignored before it ever reaches the email action, so the recipient hears about matching submissions only. This filtering is free.

Do I need PRO Conditions for this?

No. Matching a chosen field against a value happens inside the trigger, which is part of Zapify's free build — this is trigger-level filtering, not a Condition. You only need PRO automation Conditions when you go beyond an exact match, such as numeric ranges, patterns, or combining several fields with AND/OR logic.

How is this different from "A form is submitted"?

A form is submitted fires for every entry on the form, so the email action runs each time. The field-value trigger fires only when a specific field equals your value, so it is targeted: teams get notified about the submissions that concern them and are not flooded with everything else the form collects.

What kinds of fields and matches are supported?

You can match dropdowns, radio buttons, checkboxes, and text fields. The comparison ignores letter case and surrounding spaces, and for checkbox or multi-select fields any one chosen option that equals your value counts as a match. It is an equality match; for ranges or patterns, add PRO Conditions.

Can I set up more than one condition for the same form?

Yes. Create a separate automation for each value you care about — one for Urgent, one for Support, and so on. Each automation checks its own field and value and notifies its own recipient, so different teams get exactly the submissions relevant to them without interfering with one another.