Route email notifications conditionally with Pro

Know what Pro adds

Drecha Forms Free sends multiple administrator notifications and respondent confirmations without conditions. Drecha Forms Pro adds a Send condition to each of those message configurations.

The condition is evaluated only after the response passes Free server validation and is stored locally. A notification that does not match is not queued. Entry storage never depends on the email result.

Route an administrator notification

Example: send a sales message only when Department equals sales and Budget is greater than 5000.

1. Add the Department and Budget fields and note their field keys and stored choice values.
2. Open Form settings > Email notifications.
3. Add or open an administrator notification.
4. Configure its recipients, subject, format, body, and Reply-To.
5. Under Send condition, select Add condition.
6. Choose Department, Equals, and the stored value sales.
7. Add a second condition for Budget, Is greater than, and 5000.
8. Choose All conditions.
9. Save and submit tests above, below, and exactly at the boundary.

Is greater than excludes the boundary itself: 5000 does not match a rule that requires greater than 5000.

Route a respondent confirmation

1. Add an Email field and the field that will control delivery.
2. Open Form settings > Respondent confirmation.
3. Enable the confirmation and choose Recipient email field.
4. Configure its subject, body, format, and Reply-To.
5. Add the Send condition.
6. Save and test a matching and non-matching response.

The available operators are Equals, Does not equal, Contains, Does not contain, Is greater than, Is less than, Is empty, and Is not empty. Use All conditions when every rule must match, or Any condition when one matching rule is sufficient.

Design reliable routing rules

• Compare choice fields with their Stored value, not a translated label.
• Use numeric fields for greater-than and less-than comparisons.
• Keep an unconditional administrator notification when every valid response needs a record outside the Entries inbox.
• Use different notification names that describe their route, such as “Sales — high value”.
• Test rules after renaming or replacing a source field.

Conditions operate on the validated response payload. Hidden or skipped fields are absent, and calculated display values can participate after the server recalculates them.

Understand inactive Pro behavior

Condition configurations remain stored in the Free-owned form schema when Pro is disabled or temporarily unavailable. Drecha Forms does not silently remove a rule or change it into an unconditional message.

While Pro access is inactive:

• Notifications without conditions continue to queue in Free.
• Administrator and respondent messages with saved conditions pause.
• Forms, entries, ordinary email settings, and the saved condition data remain intact.

Restore valid Pro access to resume condition-dependent messages. A temporary license API outage does not cause ordinary form submissions to call the license service; runtime entitlement uses local license state.

Free and Pro differences

Recipients, multiple administrator messages, respondent confirmations, placeholders, HTML or plain text, Reply-To, tests, queueing, logs, and retries are Free. Only the conditional routing decision described here requires Pro.

Advanced email-template products are not currently shipped. Pro routing uses the same safe Free message editor and queue.

Troubleshoot conditional notifications

Every response receives the message

Confirm that at least one rule is present and saved. An empty Send condition intentionally means “always send”.

No matching response receives the message

Verify active Pro access, enable the notification, compare exact stored values, and inspect the entry's Email attempts. A spam entry never queues email.

A numeric comparison behaves unexpectedly

Use a Number, Rating, Range, or calculated numeric value. Text such as a currency symbol is not a numeric comparison value.

Messages stopped after Pro was deactivated

Condition-dependent messages pause by design. Reactivate Pro, or deliberately remove the condition and save an unconditional Free notification.