Email Delivery
Instead of manually sharing a link, you can send your form directly to a recipient via email. Item to Form includes a full email delivery system with customizable templates, automatic reminders, and delivery status tracking.
How Email Delivery Works
After generating a form, you can configure email delivery from the form configuration page. The system sends an email containing the form link to your chosen recipient and optionally follows up with automated reminders until the form is completed.
- Choose a recipient (from a monday.com column or enter manually)
- Select or create an email template
- Configure reminder frequency and limits
- Send the email
- Track delivery and completion status
Choosing a Recipient
There are two ways to specify who receives the form email:
Column Mode
Pull the recipient email address directly from a monday.com column on the item. The app auto-detects email-type columns and presents them as suggestions. This is ideal when each item has a contact email already stored.
Manual Mode
Enter an email address manually. Use this when the recipient email is not stored in a board column.
Email Templates
Email templates let you customize the subject line and message body of the email that is sent to the recipient. Templates are saved per board, so every form on the same board can reuse them.
Creating a template
- Click Create Template to open the template editor
- Enter a template name for internal reference
- Write a subject line and message body
- Save the template — it becomes available for all forms on the board
Placeholders
Use placeholders in your templates to dynamically insert item-specific values. Placeholders use double curly brace syntax:
Hello, please fill out the form for {{item_name}}.Available placeholders include the item name and any board column values. They are automatically resolved when the email is sent.
Managing templates
You can edit or delete existing templates from the template selector dropdown. Select a template to pre-fill the email composition fields, then customize per-email if needed.
Automated Reminders
If the recipient has not completed the form, the system can automatically send reminder emails at a configured interval.
| Frequency | Description |
|---|---|
| None | No automatic reminders — only the initial email is sent |
| Daily | Send a reminder every day |
| Every 2 days | Send a reminder every other day |
| Every 3 days | Send a reminder every three days |
| Weekly | Send a reminder once per week |
Reminders stop automatically when any of these conditions are met:
- The form is submitted (status changes to Completed)
- The maximum number of reminders (3) has been reached (status changes to Exhausted)
- You manually cancel reminders
Delivery Statuses
Each email delivery goes through a lifecycle represented by these statuses:
Draft
Email has been configured but not yet sent. You can still change the recipient, template, and reminder settings.
Sent
The initial email has been delivered. Reminders are active and will be sent on schedule until the form is completed or the limit is reached.
Completed
The recipient submitted the form. All pending reminders are cancelled automatically.
Exhausted
All reminder emails have been sent (maximum 3) but the recipient has not yet submitted the form. No further automatic emails will be sent.
Failed
The email could not be delivered. This may happen due to an invalid email address or a delivery error. You can retry sending from the delivery panel.
Available Actions
Depending on the current delivery status, you can perform these actions:
| Action | Available When | Description |
|---|---|---|
| Send now | Draft | Send the initial email to the recipient |
| Resend reminder | Sent, Exhausted | Manually trigger an additional reminder email |
| Cancel reminders | Sent | Stop all automatic reminders while keeping the form active |
| Send to someone else | Any status | Reset the delivery and configure a new recipient |