Automation: Retriggering Gravity Forms Notifications on Stage Change

Gravity Forms sends notifications when a form is first submitted. With Gravity Pipeline Pro’s automation features, you can retrigger those same notifications — or create new ones — automatically when an entry moves to a specific stage. This keeps clients, team members, and stakeholders informed at every step without any manual effort.

Use Cases

• Send a “Proposal Sent” email to the client when you move their lead to the Proposal stage
• Notify a team member automatically when an entry lands in their assigned stage
• Send a “Congratulations” email to a new customer when a deal moves to “Sold”
• Alert a manager when any entry moves to “Escalated”

Step 1: Create the Notification in Gravity Forms

1. Go to Forms > Notifications for your form.
2. Create or edit a notification. Set the recipient, subject, and message body using merge tags to pull in form field values.
3. Set the Send To field appropriately (specific email, entry field, or routing).
4. Save the notification. Note the notification name — you’ll need it in the next step.

Step 2: Configure Stage-Change Trigger in Gravity Pipeline

1. Go to Forms > Settings > Gravity Pipeline and open your pipeline feed.
2. Scroll to the Stage Change Automation section.
3. Click Add Trigger.
4. Set When entry moves to: and select the target stage (e.g., “Proposal Sent”).
5. Under Action, select Send Gravity Forms Notification.
6. Choose the notification by name from the dropdown.
7. Click Save Settings.

Step 3: Test It

1. Move a test entry to the trigger stage on the board.
2. Check that the notification was sent to the expected recipient.
3. Review the entry’s activity history to confirm the trigger fired.

Advanced: Multiple Triggers Per Stage

You can stack multiple triggers on the same stage — for example, send a client email AND notify a Slack/Google Chat channel when an entry moves to “Closed Won.” Add additional triggers in the same Stage Change Automation section.