Email template syntax

Team Forms email templates use Handlebars in the recipient, subject, body, and attachment-name fields. They do not execute JavaScript.

Use {{ data.requesterName }} rather than JavaScript forms such as ${data.requesterName}, data?.requesterName, or value = data.requesterName.

Template fields

Email field	Dynamic syntax
To, Cc, Bcc	Handlebars; the rendered result is split on commas, semicolons, or whitespace and invalid email addresses are discarded.
Subject	Handlebars; the final subject is limited to 255 characters when sent.
Body	Handlebars. Prefer readable plain text; line breaks are converted to HTML line breaks. Use HTML only where needed, such as links or tables.
Attachment name	Handlebars. Include the appropriate file extension.
From	A literal email address only. It is validated as a mailbox and is not a Handlebars template.
Save to Sent Items	Boolean configuration, not a template.
Send email on resubmission	Boolean configuration (`sendOnResubmission`), not a template. Defaults to on.

Submission notification timing

Set sendOnResubmission to false to send automatic notifications only on the initial submission. Set it to true to also send when the same response is resubmitted. An omitted value preserves the default of sending on resubmission; the AI tool represents an unset value as null.

For forms with approvals, automatic submission emails only become eligible when all required approvals are approved. Pending approvals, rejection (including a final rejection), revocation, and cancellation do not trigger a submission email. For new signed-in responses, the first fully approved outcome counts as the initial submission notification. Setting sendOnResubmission to false allows that first approval-completion email and skips automatic emails for later edits or approval cycles on the same response. Older responses without completion tracking retain the existing behaviour: approval actions count as resubmissions and their completion email is suppressed when this setting is off. No historical backfill is performed.

Prefer the approval component’s action-specific emails for approval workflows. A separate submission email is usually unnecessary; enable it only when an additional notification after the whole response is approved is wanted. The submission-email timing setting does not control request, approval, rejection, or revoke emails. See Using submission emails with approvals.

This is a submission-email template setting, not a form component property or a Handlebars response variable. Use Email → Advanced settings → Send email on resubmission to configure it. Do not add a custom JavaScript condition or invent a response field to distinguish submissions from resubmissions.

Preview emails and manually triggered notifications remain available when it is off. Approval emails are unaffected. The AI assistant can read the current setting and prepare a changed value in an unsaved email draft; the user must select Apply to save it.

Response values

Form answers are under data and use component keys, not labels:

Requester: {{ data.requesterName }}
Department: {{ data.department }}

Nested values follow their stored object shape:

Site: {{ data.site.SiteName }}
Manager: {{ data.manager.displayName }}

Use the form’s exact schema keys. Do not add JavaScript optional chaining inside a Handlebars path.

See Component response values for the stored shapes of User, Address, File, Data Grid, data-source, and other object-valued components.

Submission emails also receive these values:

Value	Description
`title`	Generated response title.
`timestamp`	Submission timestamp. Use `dateFormat` to format it.
`submissionNumber`	Sequential submission number when available.
`id`	Response ID.
`teamId`, `channelId`, `formId`, `version`	Current Team Forms identifiers and form version when available.
`viewUrl`, `editUrl`	Links to view or edit the response.
`createdBy.name`, `createdBy.email`	Original response creator.
`responder.name`, `responder.email`	User performing the current submission.
`collaborators`	Array of response collaborators.
`pdf`	Reserved base64 content for the generated PDF attachment.

Approval email templates receive additional action-specific values documented in Approval component schema.

Escaped and unescaped output

Double braces escape HTML and are the safe default for user-entered answers:

{{ data.comments }}

Triple braces preserve trusted HTML or URL content. Team Forms uses them for generated links, pre-rendered HTML, and the reserved PDF attachment value:

{{{ viewUrl }}}
{{{ data.preRenderedSummary }}}
{{{ pdf }}}

Do not use triple braces for ordinary untrusted form answers.

Conditions

The standard truthy form is:

{{#if data.requiresFollowUp}}
Follow-up is required.
{{else}}
No follow-up is required.
{{/if}}

Team Forms extends #if with comparison and logical operators:

Operation	Operator	Example
Equal	`===`	`{{#if data.status "===" "approved"}}Approved{{/if}}`
Not equal	`!==`	`{{#if data.status "!==" "rejected"}}Open{{/if}}`
Less/greater than	`<`, `>`, `<=`, `>=`	`{{#if data.total ">" 1000}}High value{{/if}}`
And	`&&`	`{{#if data.total ">" 1000 "&&" data.urgent "===" true}}Escalate{{/if}}`
Or	`\|\|`	`{{#if data.priority ”===” “high” ”\|\|” data.urgent ”===” true}}Escalate{{/if}}`

Operators are string arguments and therefore remain inside quotes. Values being compared are normal Handlebars arguments: quote literal strings, but not numbers, booleans, or paths. Comparison operators run before &&, which runs before ||.

An else-if branch is also supported:

{{#if data.priority "===" "high"}}
High priority
{{else if data.priority "===" "medium"}}
Medium priority
{{else}}
Standard priority
{{/if}}

Repeating values

Use #each for arrays. Within the block, this is the current item and @index is its zero-based position:

{{#each data.lineItems}}
{{@index}}. {{ this.description }} — {{ this.quantity }}
{{/each}}

For collaborators:

{{#each collaborators}}
{{ this.name }} ({{ this.email }})
{{/each}}

Date formatting

The dateFormat helper accepts a date value, a Day.js-compatible format, and an optional IANA timezone:

{{ dateFormat data.requiredBy "DD MMMM YYYY" }}
{{ dateFormat timestamp "YYYY-MM-DD HH:mm:ss" "Australia/Perth" }}

Common tokens include YYYY, MM, DD, HH, mm, ss, MMMM, and dddd.

PDF attachment

The generated Team Forms PDF uses an exact reserved placeholder:

{
  "name": "{{ title }}.pdf",
  "contentType": "application/pdf",
  "contentBytes": "{{{ pdf }}}"
}

Do not replace {{{ pdf }}} with JavaScript, a URL, or generated base64. Including files uploaded by respondents is controlled separately by includeResponseAttachments and the team’s subscription.

Complete submission-email example

{
  "from": null,
  "to": "{{ data.requesterEmail }}",
  "cc": "{{ responder.email }}",
  "bcc": null,
  "subject": "Request {{ title }} received",
  "body": "Hi {{ data.requesterName }},\n\nYour request has been received.\n\n{{#if data.totalAmount \">\" 1000}}It requires additional review.{{/if}}\n\nView it here: {{{ viewUrl }}}",
  "saveToSentItems": true,
  "sendOnResubmission": true,
  "includeResponseAttachments": false,
  "attachments": [
    {
      "name": "{{ title }}.pdf",
      "contentType": "application/pdf",
      "contentBytes": "{{{ pdf }}}"
    }
  ]
}

The AI assistant prepares this as an unsaved draft. Preview it with representative data and select Apply in the Email tab before enabling or relying on the notification.