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Email someone when a capture form is submitted

The moment a capture form comes in, an email with the form's values goes to whoever needs to know — a Content Capture trigger filtered to Capture-Form Submission, a message template, and a Send E-mail action.

Catalog administratorsContent Central 7.8+20 minutesVerified 2026-09-05

Before you begin

  • Outgoing email is configured and working (see Configure outgoing email)
  • A capture form exists for the document type (see Create a capture form)

When you're done, each submitted form sends an email — with the submitted values written into the message — to the people who act on it, seconds after it's filed.

The planDocument type scope
  1. Trigger
    1. Content Capture › Content Captured in this Document TypeSource Evaluation: Capture-Form Submission
  2. Action
    1. Send E-mailScope Type: Document Type · Message Template: "New request received" (Email type, Workflow Access visibility)
  3. Rule
    1. "Form submitted → email the office", enabled

The email's recipients, subject, and body all live in the message template, not in the action. The action only chooses which template to send and whether to attach the document.

Build the message template

  1. On the document type's Workflow page, click the Message Templates card, then create a new template.

  1. Message Type: Email. Visibility: Workflow Access (or User & Workflow Access if people should also be able to send it by hand).

  1. Fill To (and CC if needed) with the addresses that should receive it, separated by semicolons. Leave From blank to use the system sender.

  1. Write the subject and body, using the Insert Code menu to drop in document values — {!DocName;} for the file name and {!Field:...;} codes for the form's fields — so the message carries the request itself, not just "something arrived."

The message template editor
Insert codes become the document's real values when the email is sent; the preview under the editor shows what a recipient will read.

  1. Save the template.

The full tour of the editor, including every insert code, is in Customize notification message templates.

Build the trigger

  1. Click the Triggers card, then New Trigger.

  1. Type: Content Capture and Content Captured in this Document Type. Trigger Name: Form submitted.

  1. Source Evaluation: Capture-Form Submission. Leave the other evaluations at their defaults.

  1. Click Save.

What you should see: a Live trigger whose Details column reads Source: CaptureFormSubmission.

Build the action

  1. Click the Actions card, then New Action.

  1. Type: Send E-mail. Action Name: Email the office about a new request.

  1. Scope Type: Document Type to see templates created on this document type, or Global for system-wide ones. Then choose your template under Message Template:.

  1. Decide on Content Attachment: — Do Not Attach for a plain notification, Attach to include the document file, Zip and Attach for large or multiple files, or Description Only.

  1. Click Save.

Note

If you see There are no available message templates. under the scope you picked, the template was created under the other scope, or its Visibility doesn't include workflow. Switch Scope Type: or fix the template's visibility.

Wire the rule

  1. Click the Rules card, then New Rule. Rule Name: Form submitted → email the office.

  1. Add Trigger: Form submitted. Add Action: Email the office about a new request. Click Apply.

Test it

  1. Submit the capture form once with test values.

  1. Check the recipient's inbox, then the document's View History.

What you should see: an email whose subject and body show the values you typed where the insert codes were, and a history entry for the workflow rule. If the history shows the rule ran but nothing arrived, the problem is in the mail pipeline, not the workflow: Notification emails aren't sending.

Variations

Want this insteadChange this
Email on every new document, not just formsTrigger: Source Evaluation: All Sources
Email only when a form was submitted from outside the companyKeep the source filter and route the shared form to its own document type (share a capture form)
Send an in-product message instead of emailAction type Send Internal Message with an Internal template (recipients are users and groups, not addresses)
Email a different person depending on a field valueOne trigger per value (Field Evaluation: Selected Field Value(s)), each rule pointing at a different template
Email the submitter, not the officePut the form's email field in the template's To as an insert code
Also start an approvalAdd an Approval Process - Start Process action to the same rule