> ## Documentation Index
> Fetch the complete documentation index at: https://docs.hiveku.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Tell Your Team When Something Happens

> Build a workflow that emails your team when a website form arrives, test it with a real submission, and switch it on

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.

> [!TIP]
>
> 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](/how-tos/site-builder/form-submissions.md#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.

## 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](https://mintcdn.com/locusdigital/4In_cyHM2e6gdQGR/images/how-tos/workflows/tt-01-trigger-closeup.webp?fit=max\&auto=format\&n=4In_cyHM2e6gdQGR\&q=85\&s=72a96d1b65939d832fac6d207ce48eac)

Only the Wholesale Form starts it

## 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](https://mintcdn.com/locusdigital/4In_cyHM2e6gdQGR/images/how-tos/workflows/tt-03-library-closeup.webp?fit=max\&auto=format\&n=4In_cyHM2e6gdQGR\&q=85\&s=c8d9b17024ec59b000780a2020573f80)

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](https://mintcdn.com/locusdigital/4In_cyHM2e6gdQGR/images/how-tos/workflows/tt-04-connected-closeup.webp?fit=max\&auto=format\&n=4In_cyHM2e6gdQGR\&q=85\&s=5694bf981325e7e5470f26e4a9eae1be)

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](https://mintcdn.com/locusdigital/4In_cyHM2e6gdQGR/images/how-tos/workflows/tt-05-email-closeup.webp?fit=max\&auto=format\&n=4In_cyHM2e6gdQGR\&q=85\&s=7ee3777ce60d35585cdf6be211d51d1d)

Who gets it, and what it says

Click **Save Workflow**.

## 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](https://mintcdn.com/locusdigital/4In_cyHM2e6gdQGR/images/how-tos/workflows/tt-06-sample-closeup.webp?fit=max\&auto=format\&n=4In_cyHM2e6gdQGR\&q=85\&s=dc0bf5731ba675d1fba26b62e974d98d)

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](https://mintcdn.com/locusdigital/4In_cyHM2e6gdQGR/images/how-tos/workflows/tt-07-test-closeup.webp?fit=max\&auto=format\&n=4In_cyHM2e6gdQGR\&q=85\&s=72ea5fafe5c30ea606577d224c5781dc)

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](https://mintcdn.com/locusdigital/4In_cyHM2e6gdQGR/images/how-tos/workflows/tt-08-not-sent-closeup.webp?fit=max\&auto=format\&n=4In_cyHM2e6gdQGR\&q=85\&s=daca7bcd257efca1f7d730d22dddcc65)

Simulated, not sent

## 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](https://mintcdn.com/locusdigital/4In_cyHM2e6gdQGR/images/how-tos/workflows/tt-09-switch-closeup.webp?fit=max\&auto=format\&n=4In_cyHM2e6gdQGR\&q=85\&s=b76ad33540be6b32e6d7bd91dd14f337)

The switch, still off here

## 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](https://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](https://mintcdn.com/locusdigital/4In_cyHM2e6gdQGR/images/how-tos/workflows/tt-10-slack-closeup.webp?fit=max\&auto=format\&n=4In_cyHM2e6gdQGR\&q=85\&s=ee9fd5e6275fd41576bb1f875c77632b)

The Slack step's settings

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

## Good to know

* **Replies don't reach anyone.** The email comes from Hiveku Workflows ([no-reply@notifications.hiveku.com](mailto: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](/how-tos/workflows/see-what-a-workflow-did.md).
* **More about steps.** See [Add and Connect Workflow Steps Yourself](/how-tos/workflows/build-a-workflow-by-hand.md).


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