Post-Submission Email Notifications (and Dependence on Submission Access)

1. Understand Post Submission Emails

1. What Post-Submission Email Notifications Are

A post-submission email notification is a template-level setting that causes an email to be sent automatically every time that template is submitted — by anyone, from any location, at any time. It fires on submission, not on a schedule.

This is different from overdue/missed notifications (which fire when a task isn't completed) and question-level conditional notifications (which fire based on specific answers). Post-submission email notifications are a broadcast — "every time this form is submitted, send this email to these people."

Use post-submission notifications for:

• Templates where managers or leaders should be informed of every submission — not just exceptions
• Audit or inspection forms where the results need to reach a supervisor immediately
• Compliance logs where a copy should always go to a specific role or email
• Any template where a paper trail delivered to inboxes adds value 

2. Configure Template Email Settings

2. Where to Configure It

1. Go to Operations → Templates → [Template Name]
2. Click Settings tab
3. Find the Email Notifications section
4. Add recipients — specific email addresses, named users, teams, or roles
5. Save

The configuration lives inside each individual template. Changing the Email Notifications on one template has no effect on any other template.

3. Navigate to Recipients Section

4. Who Can Be a Recipient

Specific email addresses: Any email address, including people outside your organization who don't have Xenia accounts. Useful for compliance officers, external auditors, vendor contacts, or anyone who needs a copy of the submission.

Named users: Specific Xenia users. They receive the email at whatever address is on their Xenia account — but only if they have an email address saved. Users who log in only with a phone number will not receive email notifications.

Teams: All members of the selected team receive the email.

Roles: All members of that role who have location membership at the store where the submission was made receive the email. Members of the same role at other stores do not.

4. Submission Access vs. Email Notifications — Two Different Things

Submission Access vs. Email Notifications — Two Different Things

A common point of confusion: Submission Access (who can view completed submissions in the app) and Email Notifications (who receives the email when a submission is made) are completely separate settings that do not affect each other.

A role can have Tier 1 Submission Access (they can only view their own submissions in the app) and still be listed as an email notification recipient (they receive an email every time any submission comes in). These two settings are independent.

Giving a role email notification access does not grant them submission visibility in the app. Granting submission access does not mean they receive email notifications. Configure them separately for what each one is actually supposed to do.