What Does This Feature Do?
When Email PDF on Submitted is turned on, IndyForms automatically generates a PDF of the completed form and emails it to the person who submitted it. The submitter gets an instant record of exactly what they filled in — without needing to download, print, or save anything themselves.
This is especially useful for:
Authorisation, consent, and registration forms — where submitters often need proof of submission.
Booking and request forms — where a confirmation of details is helpful.
Compliance and audit workflows — where a timestamped record reduces back-and-forth.
How to Turn On Email PDF on Submitted
Select to Edit Design on the form you want to configure
Go to the Settings tab in the Form Builder
Scroll to the Record Notifications panel
Tick the checkbox under Email PDF on Submitted
Publish your form to apply the change
✅ Once enabled
Every time a record is submitted, the submitter will automatically receive an email with a PDF copy of their completed form attached.
What the Email Looks Like
The email is sent from IndyForms and includes the completed form as a PDF attachment. The PDF reflects the full submitted form, including any signatures and uploaded file attachments.
Frequently Asked Questions (FAQs)
Q: Who receives the PDF?
A. The PDF is sent to the person who last submits the record — that is, whoever clicks the final Submit button. If a form is filled in collaboratively across sections, only the final submitter receives the email. Example: If three people each complete a section of the same form, only the person who clicks the final Submit button receives the PDF.
Q: Does this work for external users?
A: Yes. As long as the person has been added to the platform as an external user and the form has been shared with them, they will receive the PDF upon submission. External users do not need an IndyForms seat (licence) to receive the email.
Q: Will the PDF include file uploads and signatures?
A: Yes — the PDF reflects the fully submitted form, including any signatures and uploaded photos.
Q: Exactly when is the PDF sent?
A. The PDF is sent only after the form is fully and finally submitted. It is not sent when progress is saved mid-way, when a section is submitted, or while the form is being edited.
Q: Can I customise the email that is sent?
A. Not currently. The email is sent from IndyForms with a standard message and the PDF attached. If customisation is important to you, you can submit feedback to the IndyForms team.
Q: Does this replace notifications to my internal team?
A. No — Email PDF on Submitted is separate from the Notify Users on Submitted Record setting. You can use both at the same time: your internal team gets notified, and the submitter receives their PDF copy.
Q: Is there another way to get a PDF copy of my form?
A: Yes! You can print or save a PDF copy of your form at any stage of completion. Simply click Add New Record, and the print option will appear above the form, next to View History.
Q: Can I turn this off later?
A. Yes. Go to Settings > Record Notifications, untick the Email PDF on Submitted checkbox, and republish your form.
💡 IndyTips
Pair it with a Submission Message: Combine Email PDF on Submitted with a custom Submission Message so submitters get both an on-screen confirmation and an emailed PDF copy.
Use it for compliance and audit trails: If you collect signed consent forms or authorisations, turning this on means submitters instantly have a timestamped PDF record without you needing to send it manually.
Test before publishing widely: Submit a test record to confirm the PDF looks the way you expect before sharing the form publicly.