Send an Email When a Gravity Forms Form Is Submitted

You want an email to go out automatically whenever someone submits a Gravity Forms form — a new lead to the sales team, a copy to the site owner, no manual checking. Zapify does this with a free automation: the A form is submitted trigger starts the run when your Gravity Forms form is submitted, and the Send an email action sends the message with the submitted fields mapped in.

This automation is fully free. Gravity Forms is a free Zapify integration, and the field tokens are exposed by the trigger at no cost.

What this automation does

The automation is one trigger plus one action:

• Trigger: A form is submitted (GRAVITYFORMS_FORM_SUBMITTED)
• Action: Send an email (WP_SEND_EMAIL)

When a visitor submits the Gravity Forms form you choose, Zapify fills the email's tokens with the submitted values and sends it.

Zapify listens on Gravity Forms' gform_after_submission signal, once the entry exists. It does not fire for a save-and-continue draft — a half-finished form is not a submission. Field values are read the way Gravity Forms exports them, so a Name field arrives as "Ada Lovelace" and a checkbox group as "Red, Blue" rather than as raw field fragments.

Before you start

• Gravity Forms must be installed and active. Zapify reads your forms directly from it; if it is missing, the form-submitted trigger has no forms to offer and can prompt you to install it.
• You need at least one active Gravity Forms form.

How to build the automation

Step 1: Create a new automation

1. In the WordPress admin, go to Zapify → Automations.
2. Click Add New to open the builder.
3. Give the automation a clear name, such as Notify team on Gravity Forms submission.

Step 2: Add the "A form is submitted" trigger

1. Click Add Trigger.
2. Choose Gravity Forms as the app.
3. Select the trigger A form is submitted.
4. In the trigger's Form field, pick the specific form that should start the automation — for example, Contact Us.

Choosing a specific form is what exposes one token per field on that form (see Form-field tokens below). If you leave the form set to Any form, the automation runs for every Gravity Forms form but only the general tokens are available, because the fields are not known until a submission arrives.

Step 3: Add the "Send an email" action

1. Click Add Action.
2. Choose WordPress as the app.
3. Select Send an email.

Step 4: Configure the email

Fill in the email fields. Use the {} token button beside any field to insert values from the submission.

Field	Required	What it does
To	Yes	Recipient address. Comma-separate several. You can insert a token here — for example the submitter's email field.
Subject	Yes	The subject line.
Format	Yes	HTML (default) or Plain text.
Body	Yes	The message. Insert tokens to include submitted values.
Cc / Bcc	No	Extra recipients.
From name / From email	No	Override the sender.
Reply to	No	Set where replies go — often the submitter's email.

For example:

• To: sales@example.com
• Subject: New Gravity Forms submission
• Body: A new submission has been received: followed by the All fields token, or individual field tokens.

Step 5: Set the steps Live and save

1. Set both the trigger and the action to Live using their per-step switch. A new automation starts as Draft and will not run until its steps are Live.
2. Click Save.

Form-field tokens you can use

Once you select a specific Gravity Forms form, the trigger exposes these tokens. Insert them anywhere in the email with the {} button.

Token	What it holds
Form ID	The numeric ID of the submitted form.
Form title	The form's name.
Submitted at	The date and time of the submission.
All fields	Every submitted field rendered as one labelled block.
One token per field	The value the visitor entered in that field, labelled with the field's Gravity Forms label.

The Gravity Forms trigger also exposes entry-level tokens on top of the form fields:

Token	What it holds
Entry ID	The Gravity Forms entry number.
Page it was submitted from	The URL of the page the form was submitted on.
Submitting user ID	The logged-in user who submitted it, when there is one.
Order total	The order total, for forms that take payment.
Products	The products on the entry, for forms that take payment.

How to test it

1. Open the page that contains your Gravity Forms form.
2. Fill it in with test details and submit it.
3. Check the recipient inbox for the email.
4. If nothing arrives, open Zapify → Logs to see whether the run fired and what the action reported.

The Send an email action is queued and sent in the background, so the message can arrive a moment after the submission rather than instantly.

Conclusion

With the A form is submitted trigger and the Send an email action, Zapify emails you every time a Gravity Forms form is submitted, with the submitted values mapped straight into the message — all on the free plan. Next, notify only on specific answers with a field value match, or on payment with a completed Gravity Forms payment.

FAQs

Can Zapify send an email when a Gravity Forms form is submitted?

Yes. Use the free A form is submitted trigger for Gravity Forms to start the automation, then add the Send an email action to send the message. Zapify fires once the entry is saved and sends the email you configured automatically to whichever recipient you set. It does not fire for save-and-continue drafts.

Is this feature free?

Yes. Gravity Forms is a free Zapify integration, and both the A form is submitted trigger and the Send an email action are included in the free plan. The form-field and entry tokens are exposed by the trigger at no cost. Only value Conditions on other actions are a PRO feature; the dedicated field-value trigger is itself free.

Can I include the submitted form details in the email?

Yes. When you select a specific form, the trigger adds one token per field plus All fields, Form title, Form ID, and Submitted at, along with entry tokens such as Entry ID and, for payment forms, Order total and Products. Insert any of them with the {} button next to the subject, body, or a field.

Can I email only when a specific answer is given?

Yes, and for Gravity Forms it stays free. Instead of this trigger, use the dedicated Gravity Forms field value trigger, which starts the automation only when a chosen field matches the value you set. Applying value conditions to arbitrary actions is a PRO feature, but this specific trigger is included in the free plan.

Why didn't the email send?

First confirm both the trigger and action are set to Live and the automation is saved — a new automation stays in Draft until you switch its steps to Live. Then check Zapify → Logs for the run. If the run succeeded but no email arrived, the issue is usually the site's mail configuration; an SMTP plugin resolves most delivery problems.

Do I need to write any code?

No. The entire automation is built in the Zapify visual builder by picking the trigger, choosing your form, adding the Send an email action, and inserting tokens. No PHP, filters, or template edits are required.