---
title: "Email Form Communications"
slug: "email-form-communications"
updated: 2026-08-03T20:20:22Z
published: 2026-08-03T20:20:22Z
canonical: "knowledge.technolutions.net/email-form-communications"
stale: true
---

> ## Documentation Index
> Fetch the complete documentation index at: https://knowledge.technolutions.net/llms.txt
> Use this file to discover all available pages before exploring further.

# Email Form Communications

Create [form communications](/v1/docs/form-communications) with the *Email* method to show registrants a confirmation page, send a confirmation email, or do both when they submit a form, when there’s a waitlist update, at a certain time before an event, or when the event is cancelled.

## Configure an email form communication

1. Go to **Forms**.
2. Select an existing form, or [create a new one](/v1/docs/creating-a-form).
3. Select **Edit Communications**.
4. Select **New Mailing**.
5. Configure the following settings:
  - **Name**: Enter a descriptive name, such as *Email and Confirmation Page*.
  - **Trigger**: Select **Upon Registration or Update**.
  - **Group**: Select the appropriate communication group:
    - **Email + Confirmation Page**: Sends an email and shows a confirmation page using the same message content.
    - **Email**: Sends an email only.
    - **Confirmation Page**: Shows a confirmation page only. Pair this group with a separate email communication if the form should also send an email.
  - **Status**: Select **Active**.
  - **Method**: Select **Email (HTML Editor)** to use the full WYSIWYG editor.
  - **UTM Tracking**: Select **Disabled** unless the form uses [UTM tracking](/v1/docs/capturing-utm-parameters-in-forms).
6. Select **Save**.
7. Use the communication tools to build and test the mailing or confirmation page:
  - **Edit Message**: Create the message that recipients or form submitters see.
  - **Send Test/Ad Hoc** and **Submit Form Test**: Test the communication. Use **Submit Form Test** when the message includes [merge fields](https://knowledge.technolutions.net/docs/form-and-event-communications-merge-fields-1). See [Test form communications](/v1/docs/form-communications#testing-form-communications).

## Personalize email communications with merge fields

Form fields collected on the form appear as available **merge fields** in the panel on the right side of the WYSIWYG editor. Select a merge field from the list to insert it at your cursor location.

The name of each merge field reflects the export value of the corresponding form field. For example:

- The merge field for Email (`sys:email`) appears as `sys-email`.
- The merge field for Preferred Name (`sys:preferred`) appears as `sys-preferred`.

> [!WARNING]
> ⚠️ Important merge field considerations
> 
> - If you use the Preferred Name merge field, make sure the form also includes a Preferred Name form field. Otherwise, the merge field might not return any data.
> - Be careful when using `Form-` prefixed merge fields on forms that can be submitted administratively on someone else's behalf. These merge fields reference the form or form submission event itself, not necessarily the registrant.

**📖 Further reading:** [Form communication merge fields](https://knowledge.technolutions.net/docs/form-and-event-communications-merge-fields-1)

## Test form communications

Test a form communication before the form goes live. The testing method depends on what you need to verify.

### Submit using a test record

1. [Create a test record](/v1/docs/create-a-test-record).
2. On the form overview page, select **New Registration**.
3. Submit a form registration using the test record's information.

Slate sends the form communication with merge fields populated.

### Send a test message

Select **Send Test / Ad Hoc** to send a copy of the message to a specified recipient.

Merge fields are not populated with values in test messages.

### Submit form test

Select **Submit Form Test** to send a copy of the message after completing the form registration.

- Merge fields for values collected on the form are populated with a value.
- Merge fields that reference an actual registration, such as `Form-Share-Link` or `Form-Link`, are not populated with a value.

## Use email and confirmation page groups

A confirmation page appears on a webpage wrapped with your Slate-hosted branding. If the communication uses the **Email + Confirmation Page** group, do not add header or footer images that duplicate that branding.

If the email should include branding that the confirmation page should not include, create separate communications:

- Use the **Email** group for the branded email.
- Use the **Confirmation Page** group for the confirmation page without email-specific branding.

## Sample messages

🪪 Admissions🎓 Student Success🤝 Advancement

### Email group

```plaintext
Dear {{sys-first}},
Thank you for your interest in Slate University. We have added you to our mailing list.
We will send future admissions communications to this email address. You can also explore upcoming events and admissions resources on our website.
Regards,
Office of Admissions
P.S. If your email or mailing address changes, let us know.
```

### Email + Confirmation Page group

```plaintext
Dear {{sys-first}},
Thank you for submitting your request. We have added you to our mailing list and sent a confirmation email to {{sys-email}}.
Regards,
Office of Admissions
```

### Email group

```plaintext
Dear {{sys-first}},
Thank you for submitting your advising intake form. We have received your information and will use it to prepare for your advising conversation.
Watch this email address for follow-up details.
Regards,
Student Success Team
```

### Email + Confirmation Page group

```plaintext
Dear {{sys-first}},
Your advising intake form has been submitted. We sent a confirmation email to {{sys-email}}.
Regards,
Student Success Team
```

### Email group

```plaintext
Dear {{sys-first}},
Thank you for updating your alumni profile. We have received your information and will use it to keep you connected with Slate University.
Watch this email address for future alumni and giving updates.
Regards,
Advancement Office
```

### Email + Confirmation Page group

```plaintext
Dear {{sys-first}},
Thank you for submitting your update. We sent a confirmation email to {{sys-email}}.
Regards,
Advancement Office
```