Get Online Forms as HTML Email or PDF

The email format we use to send form responses is flexible and supported by all desktop, web-based, and mobile email clients. Plain-text emails however become tedious to read and process for long forms and when form results must be printed for processing, e.g. for mortgage application forms, quote request forms, and many types of forms in the insurance and real estate industries.

Get Form Responses in Rich-Text Format

FormSmarts users now have the option to have form submissions sent formatted as a table in a rich text (HTML) email.

Form in HTML Email

The main advantages of HTML emails are:

  • Form reports are shorter
  • Look is more appealing online and printed
  • Email addresses, web links, and callto links (e.g for Skype) will launch the relevant application when clicked, as long as the field type as been set correctly.

To start receiving form results in HTML, change the Email Format to HTML Email in the Settings tab of your account.

Customize the Subject of Form Response Emails

With Business accounts, the subject line of form response emails can be customized on a form-by-form basis via the API Console as explained in the API documentation. The subject line template may include parameters that will be replaced with the form’s name, its ID, the FormSmarts reference number of the form submission, or the value of a particular input field.

Parameter Description
$form_name Form name
$form_id Form ID, e.g. 196x for form
$fs_ref_num The FormSmarts reference number of the form submission
$1, $2,… $n The value of the nth input field. The data type of the field must be one of Letters Only, Letters+Numbers, Positive Integer, Number, Country, Date, or the value of a drop-down list, radio buttons or checkbox.

Email subjects can’t be customized via the form builder at this time.

View Form Responses Online or Get a PDF Report

Business-level customers may also view form data online and download a PDF report using the link located at the bottom of email notifications. In addition to form data, the online and PDF reports contain additional information about the transaction that is not accessible by other means. Additional information is currently limited to the IP address from where the form was submitted.

Note: This feature requires that data storage be enabled for each of the forms for which you would like to be able to access form responses online. For privacy reasons, data storage is disabled by default.

Form Response in PDF

We welcome your feedback about the ability to get form submissions in HTML format.

10 Responses to “Get Online Forms as HTML Email or PDF”

This is a vast improvement! The fonts are a little large yet, in the email and could be reduced a bit. PDF would also be a welcome option. Thank you!

Posted by: P. Spooner | Jun 5th, 2009 12:04 pm

When or how can we enlarge the HTML message? 20% bigger would be fine.


Posted by: Terry Reeves | Dec 28th, 2009 6:10 am

I tried changing the settings to rich text/html and it would never remember the change.

So I switched from google Chrome to IE and it worked then.

Posted by: Chris | Mar 22nd, 2010 7:18 pm

There is a known issue that prevents changing email format with some old versions of Apple Safari and it seems, Google Chrome. This has been fixed in the new version of our software that will come out this month.

In the meantime, please use a recent version of Safari or another browser to change email format.

FormSmarts Posted by: FormSmarts | Mar 22nd, 2010 8:54 pm

Is the option of attaching a PDF or word doc with our FormSmarts Pro contact form available – if not, it would be great add-on please…


Posted by: Nick | Apr 22nd, 2010 10:25 am

What benefit would a PDF attachment give your over an HTML email?

FormSmarts Posted by: FormSmarts | Apr 23rd, 2010 3:05 am

So as a basic member, non pro you can’t get Rich Text Responses? Could I see an example of what a form would look like in Rich Text Format? If I upgraded I could get Rich Text Responses, how many forms could I upload under one account as a pro member?

Posted by: Petereberle | Dec 17th, 2010 7:32 pm

Pro and Business members can get rich-text responses. Business members can also get responses in PDF. There is a screenshot at the top of this page showing a form response in rich-text format. There is no limit in the number of forms you can create under one Pro account.

FormSmarts Posted by: FormSmarts | Dec 18th, 2010 4:30 am

Rich Text (HTML) email Hungarian accents of other characters appear instead. What is the reason?

Posted by: Erika | Mar 31st, 2011 6:20 am

This must be a character encoding issue. All emails from FormSmarts use the UTF-8 encoding, which allows the encoding of all character sets. Your email client is probably trying to use another encoding to decode the email content, hence the rendering issue. In your email client, there must be a View option in the main menu that will allow you to change the Character Encoding to Unicode (UTF-8).

FormSmarts Posted by: FormSmarts | Mar 31st, 2011 6:54 am

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About the Form Builder Blog

The Online Form Builder Blog is published by FormSmarts, a web form service providing all you need to create a form and publish it online in minutes. FormSmarts makes it easy to build a form and embed it on your site. You can then get form submissions by email or store them on FormSmarts and download an Excel report. Learn more about the many other benefits of FormSmarts.