Form fields are missing in email notification

Hey team,

I have a form that I have created, ( https://www.jotform.com/build/252377838769882) that I use to collect info for music releases.

When that form gets submitted It comes through to me showing all the fields that have been filled out. However, just recently the form has stopped including all the fields through to my email. If I look in the "submissions" spreadsheet section in Jotform, I see all the fields there, but they arent included in the email. How do I ensure that everything comes through in the email?

Hi Brad,

Thanks for reaching out to Jotform Support. I'm an AI assistant. I'll do my best to help you until someone from the support team is available.

Let me help you with that:

When some form fields are missing from your email notifications but appear in the submissions spreadsheet, it usually means the Notification Email template needs to be updated. This can happen if fields were added or modified after the notification was created.

Here’s how to fix it:

1. Remove the existing Notification Email from your form.
2. Add a new Notification Email again. This will refresh the template and include all current form fields and their answers.
3. Save your form and test by submitting a new entry to confirm all fields appear in the email.

This process ensures that your email notifications always contain all the fields filled out in the form submissions.

Give it a try and let us know how it goes.

I have done that, with a fresh notification email, and deleted the old one, and it still doesnt work.

Hi Brad,

Since you've already removed the old notification email and created a new one but the issue persists, here are some additional troubleshooting steps you can try:

1. Check the recipient email address in the notification settings to ensure it is correct and up to date.
2. Verify your email is not on Jotform's bounce list by visiting your Account Settings. If your email is on the bounce list, you won't receive notifications.
3. Check your spam or junk folder to make sure the notification emails are not being filtered there. Mark them as 'not spam' if found.
4. Add Jotform to your email whitelist to improve email deliverability and prevent notifications from being blocked.
5. Review your email logs in your Jotform Account Settings to see if the notification emails are being sent successfully.

If after these steps the issue still continues, it might require deeper investigation.

Give these a try and let us know how it goes.

I am receiving the email, there is no issues there, however I am not receiving the WHOLE email. many fields are being missed.

Hi Brad,

Since you are receiving the emails but some fields are missing, the issue is likely related to the content of the Notification Email template itself. Sometimes, even after creating a new notification, certain fields may not be included if they were added after the notification was created or if the email template was customized.

Here’s what you can do to ensure all fields appear in your email notifications:

1. Open the Notification Email template in the Form Builder under Settings > Emails.
2. Check the email body to see if all the form fields are included. You should see placeholders for each field like {fieldName} representing the form fields.
3. If any fields are missing, manually add them by clicking the Form Fields dropdown and selecting the missing fields to insert their placeholders into the email body.
4. Save the notification after making sure all fields are included.

This manual check and update ensure that the email template matches the current form fields and that nothing is left out.

Give this a try and let us know how it goes.

Still Doesn't Work.
Sending a test email through from the "Emails" and Notifications page in settings, I get the whole email through. However, when a submission comes through, the form gets cut off and not all the fields get sent through to my email.

Hi Brad,

Thank you for the update. One of our Support Team members has now taken over this thread and will assist you further with this issue.

We appreciate your patience.

Hi Brad,

I cloned your form to test it, and I easily replicated the issue. There’s an easy fix for this. Can you clarify if you recently added other fields? If yes, can you try to remove again your email notification and create a new one again? You can delete a Notification Email from your form and add a new one in just a few steps. Let me first show you how to delete a Notification Email: 

1. In Form Builder, in the orange navigation bar at the top of the page, click on Settings.

2. In the menu on the left side of the page, click on Emails.

3. On the right side of the Notification field, click on the Trash Can icon, and delete the existing Notification Email.

Now that we've removed the old Notification Email, we'll just add a new one. Let's do it: 

1. While you're still under the Emails tab on the left side of the page in Form Builder, click on Add Email.

2. Next, select Notification Email.

3. Click on the Recipients tab and enter your email address in the Recipient Email field.

4. Now, just click on Save and you're done.

That's it. You’ve successfully removed the old Notification Email and added a new one.

Reach out again if there's anything else we can help you with.

Hi, I have done that a few times, however it still doesn't work.

Sending a test email through from the "Emails" and Notifications page in settings, I get the whole form with all the fields, However, when a new submission comes through, the form gets cut off and not all the fields get sent through on the notification email. Attached is the notification email, it is cut off half way through a page.

Hi WingsMusicGroup,

I cloned your form, deleted the existing notification email, created a new one, and all the fields showed as seen in the screenshot below:

I'm not sure if this is related to the character limit, but can you give us permission to edit the notification email from our end and see if we can replicate the issue?

Once we hear back from you, we can get moving on a solution.

Sure, how do I give you permission?

Hi WingsMusicGroup,

I cloned your form and tested it to see if I could replicate the issue, and I ran into the same thing when I fill the form with a lot of data. Note that there's a 65 thousand-character limit on the email template. As a workaround, I suggest enabling PDF attachment on your Notification Email to view the data of the submitted form without viewing it on your form tables. Let me show you how:

1. In Form Builder, in the orange navigation bar at the top of the page, click on the Settings tab.

2. In the menu on the left side of the page, click on Emails.

3. Hover your mouse over the Notification Email element and click on the Pencil icon.

4. Click on the Advanced tab, toggle Attach PDF to the On position, and select the PDF file you created.

5. Now, scroll down, click on Save, and you're done.

Give it a try and let us know if you need any more help.

So none of these examples I have put it have gotten anywhere near 65 thousand characters, I just tested one of our biggest submissions and it only had 29 thousand characters, including spaces.

So its not that. the PDF "Solution" doesnt work, as the PDF doesn't always present the form in the same order and it includes fields that have not been filled in. (including pages that have been conditionally hidden)

I just need the whole form to be sent through on email as it has been doing for some time, It has just recently stopped working.

Again, the full form/submission goes into the spreadsheet in our jotform dashboard, but the email coming through to me is incomplete. please help with a proper solution.

Hi WingsMusicGroup,

Since we've got your permission, I've added a new notification email to your form titled, new notification email. Can you test it and see how it goes?

Keep us posted if you run into anything else.

Nothing has changed,

I just submitted a form and went through 11 pages of questions, this submission is in the jotform "submissions spreadsheet" however the submission I received via email cut off the submission form halfway through page 8.

I really need a solution to this ASAP as this is the main way our business received information.

Further to this,

the confirmation email that is going out to the artist that has a "View Submission" button, is showing the whole form correctly. It is JUST the form that gets email to me that is getting messed up and cutting off half the form info.

Hi Brad,

I've cloned your form and ran into the same issue. Even after I removed the existing notification and added a new one, the notification email is also cut off.

Can you try setting up SMTP and see how it goes? You can easily set up a custom SMTP to use your email sender as provider. Let me walk you through it:

1. Go to the Settings page while logged in to your Jotform account and click on Add Sender Email in the Sender Emails section.

2. In the window that opens, select Custom and click on the Continue button.

3. Enter your email provider's details, click on Send Test Email to check if it’s set up correctly, and then click on Save.

Now you should select your custom SMTP in your email properties under email settings in Form Builder, and if you’re using Workflow Builder, do the same there. Check below to see how it looks in Form Builder:

Give it a try and let us know if you need any help.

I have set that up, I tried going custom and it kept failing, (I have a gmail account) so I went through the google one, and it's setup.

Is there someway we can get on a chat vs this message board to figure this out?

Hi Brad,

Unfortunately, we cannot transfer you from this thread to a chat directly. The chat only gets enabled on your account when there's an available agent. Anyhow, it seems the newly created Notification Email on your form is broken, see my screenshot below to see what I mean:

I added a new one (Test Notification 2) as replacement, can you test submit your form again and see how it goes? You can also allow us to submit your form directly to lessen the back and forth for testing.

Keep us updated and let us know if you need any more help.

you are more than welcome to submit any forms directly as a test. I just need this to work asap, And I am not sure why a simple thing is not showing up.

Hi Brad,

I'm not able to make a direct test to your form yet, but I cloned your form and tried editing the email notification, like manually adding a field variable on the last row of the table, and it returns a message that it cannot be saved be because it has more than 65k characters. Check this out:

Keep in mind that the 65K characters is based on the notification email's actual source code, and not the content alone, but I did inspect and it's less than 65k. I was able to fix the issue by simply creating a new email notification. Now, I know you've done that already and the issue still persists, but can you try again and see if it works now? I've gone ahead and cleared your form cache as a precaution. This often helps resolve peculiar issues happening in the form.

Give it a try and let us know how it goes.

Still not working.

I sent a "test" email from the notifications, and the entire email came through, every single page. However when I went to the submission form and filled it out, (i filled out 12 pages) the notification email I was sent, still only sent me through 10 pages, and cut off half way through the 10th page.

This is the test email (has all 28 pages) the one of the bottom one is the notification I got, with it cutting off.

Hi Brad,

I replicated the issue on a cloned form and confirmed the notification email cuts off due to the 65k character limit, which includes not just the visible content but also all underlying HTML tags. That means formatting elements like bold text, tables, and other styling contribute to the total character count, even if the form content itself seems well below the threshold. That’s why the confirmation email shows the full form, but your notification is truncated.

To work around this, you might try simplifying formatting, splitting the notification into two emails, or including a PDF attachment of the submission instead of all the form data. Attaching your submissions as PDF files to your Notification Emails is easy. Let me walk you through it:

1. In Form Builder, in the orange navigation bar at the top of the page, click on the Settings tab.

2. In the menu on the left side of the page, click on Emails.

3. Hover your mouse over the Notification Email element and click on the Pencil icon.

4. Click on the Advanced tab, toggle Attach PDF to On position, and select the PDF file you created.

5. Now, scroll down, click on Save, and you're done.

Give it a try and let us know if you need any more help.

Kyle I am confused why this has only just started happening, and secondly why multiple team members from jotform said they could see that it wasn’t related to the 65k character limit?
I would use the PDF attachment feature for the notification but it just doesn’t work. The format of the pdf shows up different than the form is laid out.
even I could get a simple “view this form” button the same as the person filling out the form gets when they have finished would be better than the current “solutions” it

Hi Brad,

We wanted to clarify the behavior you’re seeing with your notification email. When you create a new notification email, the system initially includes all form fields in the email. At this stage, the email may appear to include all content, even if it exceeds the character limit. However, once the form is saved and refreshed, the system enforces the total character limit, and the email will be truncated to fit within that limit. This is why the first attempt seems to go through, but subsequent views reflect the limitation.

Because extremely lengthy emails can be cut off, we recommend:

1. Splitting the notification into multiple emails to ensure all content is delivered.
2. Viewing the submission data directly from the Jotform Inbox page, which displays the full form content without character limitations.

This behavior is expected and helps ensure emails remain compatible with standard email clients. Let us know if you have any other questions.

Wanted to follow up on this, as the email submission is still getting cut off mid way through around track 8.

I have shortened the form by deleting 5 pages from the submission form, which now should actually be much shorter than the original one that wasn't having the issues being cut off.

Please can someone let me know what the total character count of the form is now,

For the solutions mentioned,

1 - how would I split the notification into multiple emails?

2 - viewing the submission data directly from Jotform doesnt work, as it doesn't always show the field responses in the correct order. for example, each page is to do with a specific track and that tracks info, a whole section of each page seems to get sent to the end of the PDF or page, whenever viewing the submission on jotform. it does not show up like this in the email.

Hi Brad,

Even with the reduced form length, the email content may still be getting cut off if the total character count in the email notification exceeds the system's limit of approximately 65,000 characters. This includes all underlying HTML code, not just the visible text. At the moment, Jotform doesn't provide an automatic character count for email content.

To check the exact character count, you can copy the full source code of your notification email (by clicking Source Code in the email editor) and paste it into any online character counter tool.

When I cloned your form, the email content was still cut off, which indicates that the total character count exceeds the 65,000-character limit for email notifications.

Splitting the notification email into multiple separate notifications can help work around the character limit. But you'll need to manually divide the email content across each notification email. Additionally, this approach may cause confusion, as you'll receive multiple notification emails for a single form submission.

Let us know if you need any more help.

Yeah thats not really a solution,

Hi Brad,

Thanks for the clarification. To keep the conversation organized, I moved your other question to its own thread, and someone from our Support Team will help you with it here.

Let us know if you need any other help.