Email triggers have been extended with new Action options, giving you more control over how responses are managed, reviewed, and maintained over time. These additions build on the existing trigger actions—Receive response and Scheduled tasks—and focus on common admin and data-management needs raised by users.
New Trigger Actions Available
You can now trigger emails (and other supported actions) based on four additional response events:
- Approve response
- Reject response
- Delete response
- Flow stage response
These actions work in the same way as existing triggers. You define the condition, choose the timing (instant, scheduled, daily, weekly), select recipients, and decide what information is included in the email.
All existing trigger delivery options remain available, with the exception of FTP.
Practical Email Trigger Examples
Approval and Rejection Notifications
When a response is approved or rejected, an email can be sent automatically to a manager, client, or internal team. This works well for inspections, audits, or client sign-off processes where decisions need to be visible without manual follow-up.
Deleted Response Summaries
You can now send summary emails showing which responses were deleted within a set period. For example, a daily or weekly email listing deleted responses for audit or record-checking purposes.
New Scheduled Task: Delete Responses
Scheduled Tasks have also been extended. Previously limited to Responder Notifications (push notifications to the app), you can now schedule Delete responses actions.
This allows you to:
- Automatically delete responses older than a defined time period (e.g. over 21 months)
- Choose one or multiple forms
- Run the task on a weekly, monthly, or custom schedule
This feature is particularly useful for organisations managing storage, retention policies, or internal data limits.
Why This Matters
These updates reduce admin effort, keep teams informed, and help manage response data responsibly. Approval workflows, deletion tracking, and retention rules can now run quietly in the background—without relying on manual checks or reminders.
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