Keeping track of incoming form submissions, pending applications, and unresolved cases just got a whole lot easier. We are thrilled to introduce Email Reminders, a powerful new workflow automation feature built directly into your form settings.

Whether you're managing standard member applications or handling sensitive case management pipelines, you can now set up automated nudges to ensure no submission slips through the cracks.

How It Works

You can find the new feature inside the form builder by navigating to Settings > Notifications > Email reminders.

Once enabled, you can add as many custom reminder rules as you need. Each reminder operates on a simple, highly customizable "If / Then" logic block:

Here are a few practical use cases to illustrate how Email Reminders can be used to streamline different workflows:

Use Case 1: Student Grant Applications (Standard Form)

• The Scenario: A Student Union receives dozens of grant applications each week. The funding committee needs to review and approve them quickly to disburse funds.

• The Problem: Applications get stuck in the "Pending" queue if the reviewer forgets to approve or reject them.

• The Solution: An email reminder is set up:

  • Logic: greater than or equal to 7 days.

  • Trigger: Pending

  • Recipients: Union Finance Officer (Internal User) and grants-committee@university.edu (External Email).

• The Result: If an application sits untouched for a week, the committee receives a daily automated nudge until they review it, ensuring students get their funding decisions on time.

Use Case 2: Academic Grievances (Case Management Form)

• The Scenario: A student submits a sensitive grievance regarding a faculty member using a Case Management form.

• The Problem: The submission needs to be assigned to a caseworker immediately so the student feels heard and the issue is addressed promptly.

• The Solution: An email reminder is set up:

  • Logic: exactly 2 days.

  • Trigger: Unassigned

  • Recipients: Head of Student Advocacy (Internal User).

• The Result: If the grievance hasn't been assigned to an officer within 48 hours, the Head of Advocacy gets a direct alert to step in and assign the case.

Use Case 3: Room Booking Requests (Standard Form)

• The Scenario: Clubs and societies submit forms to book campus meeting rooms.

• The Problem: The facilities team sometimes misses requests, leading to double bookings or clubs showing up to locked rooms.

• The Solution: An email reminder is set up:

  • Logic: exactly 3 days.

  • Trigger: Pending

  • Recipients: Case officers, Facilities Manager (Internal User) and campus-security@university.edu (External Email).

• The Result: A single reminder is sent to both the facilities manager and campus security exactly 3 days after the request is submitted, prompting them to finalize the booking schedule.

Use Case 4: Long-Term Disciplinary Cases (Case Management Form)

• The Scenario: A complex disciplinary issue requires investigation over several weeks.

• The Problem: Cases can stall indefinitely if the assigned officer gets busy with other tasks and forgets to log a resolution.

• The Solution: An email reminder is set up:

  • Logic: greater than or equal to 30 days.

  • Trigger: Unresolved

  • Recipients: The Lead Investigator (Internal User) and the Ethics Board (ethics@university.edu).

• The Result: Once a case has been open for 30 days without a formal resolution, the investigator and the oversight board receive a daily summary email to ensure the investigation continues moving forward.