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Some things need a person straight away: a wholesale enquiry, a large order, an unhappy customer. A workflow can watch for the moment it happens and tell your team by email or in a Slack channel, with the details in the message. This guide builds a Northwind workflow that emails the wholesale team whenever someone sends the Wholesale Form on the website. It stays switched off until the last step.
Only want an email about every new form submission? You don’t need a workflow: the Forms page can email your team and post new leads to Slack. See Choose who gets an email about new submissions. Build a workflow when you want to choose the form, who gets the email, or what it says.

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Start the workflow when the form is sent

1

Create a blank workflow

Click Workflows in the left rail, then New Workflow. Type a name, such as Tell the team about wholesale enquiries, and click Create Blank Workflow. It starts switched off.
2

Add the Form Submitted trigger

Click the gear at the top right, then Browse All Nodes. Search for “form submitted” and click Form Submitted.
3

Pick the form

Under Forms, tick the form that should start the workflow. Leave them all unticked to start it for every form, or pick a Site to narrow the list.
Form Submitted, When the chosen form is submitted, with Site All sites and, under Forms, 1 selected: Wholesale Form, Northwind Coffee Roasters, ticked and outlined

Only the Wholesale Form starts it

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Add the email

1

Find the Send Email step

Click the gear again, then Browse All Nodes. Search for “send email” and click Send Email.
Add Node with send email typed in the search box, outlined, 2 results, and Send Email under Email, outlined

The Send Email step

2

Connect it

Drag from the small dot on the right edge of Form Submitted to the dot on the left edge of Send Email. A line joins them, so the email goes out after the form arrives.
Form Submitted, When the chosen form is submitted, joined by a line, outlined, to Send Email, To wholesale-team@example.com

The form, then the email

3

Write the email

Click Send Email to open its settings, and fill in:
  • To: your team’s address. Separate several addresses with commas.
  • Subject: what the email is about.
  • Body (plain text): the message. Type {{trigger.form_fields}} where the visitor’s answers should go. It lists every field they filled in, one per line, and leaves out the empty ones.
Send Email settings: To wholesale-team@example.com, outlined; Subject New wholesale enquiry from the website, outlined; and Body, A wholesale enquiry just came in on the website, followed by the trigger form_fields value, outlined

Who gets it, and what it says

Click Save Workflow.

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Test it with a real submission

1

Pick a submission to test with

Click Form Submitted, then its Input tab. Under Test sample, click a recent submission. The test uses what that visitor sent.
Test sample: Test run uses the submission from sam.ortega@example.com, and the submission from sam.ortega@example.com, Wholesale Form, sent 10/20/2026, ticked and outlined

The test uses this submission

2

Click Test Run

Click Test Run above the canvas. Test completed shows at the top, and both steps turn green with Done.
Test completed, 2/2 steps, outlined, and Form Submitted and Send Email both marked Done, joined by a line carrying 10 fields, outlined

Both steps ran

3

Check the email it would send

A test never sends anything. Click Send Email, then its Output tab. Test run: not sent says who the email would have come from, and below it you can check the address, subject and message.
Send Email, Done, Output tab: Test run: not sent. It would have gone from Hiveku Workflows no-reply@notifications.hiveku.com, outlined

Simulated, not sent

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Switch it on

When the test looks right, click the switch at the top right so it reads Enabled. From then on, every new submission of the form emails your team.
The workflow Tell the team about wholesale enquiries, Switched off, with the Disabled switch, outlined, beside Runs

The switch, still off here

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Post to Slack instead

To tell a Slack channel as well as, or instead of, emailing, add a Slack Notification step the same way and connect it after the trigger. It needs two things:
  • Webhook URL: a link from Slack that lets Hiveku post into one channel. Create one at api.slack.com/messaging/webhooks (you need permission to add apps to your Slack workspace), then paste it here.
  • Message: what the post says.
Slack Notification settings: Webhook URL, outlined, with Create one at api.slack.com/messaging/webhooks; Channel override, optional; and Message, outlined

The Slack step's settings

Treat the webhook URL like a password: anyone who has it can post in your channel.

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Good to know

  • Replies don’t reach anyone. The email comes from Hiveku Workflows (no-reply@notifications.hiveku.com). To answer the visitor, use the email address they typed, which is in the message.
  • Pick the test submission again after you come back. The submission you pick is kept while the workflow is open. When you reopen it later, pick one again before Test Run, or the test runs without any answers.
  • Other events can start it. Search Browse All Nodes for what should start the workflow instead of a form, such as a new helpdesk ticket.
  • See each run. Once it’s on, Runs at the top lists every time it ran: see See What a Workflow Did.
  • More about steps. See Add and Connect Workflow Steps Yourself.