When a form gets submitted, you decide who hears about it. Instead of every submission landing in one inbox and someone forwarding it around, you can route submissions to the people who actually need to act on them - the PM running that job, the mechanic who fixes the machine, the safety lead who reviews the report.
This article covers how to add recipients to be notified of certain form submissions and how to route a specific answer to a specific person.
Who can set this up: Admins and Managers. You can set notification rules per form.
The two notification types
Each form has two kinds of notifications you can send:
Submission notification - covers every submission of the form, not just the ones with an unusual answer. Use this when someone needs to see all submissions for a form (for example, the PM who wants every daily report from their job).
Unexpected Answer notification - sends only when an answer falls outside what you set as normal (for example, "Was anyone injured? → Yes," or "Is the machine operational? → No"). Use this when you only want to hear about the submissions that need attention.
You can use one or both on the same form.
Choose how often you're notified: every submission or a daily summary
For each notification, you also choose the timing - whether it arrives the moment a form comes in, or as one roundup the next morning.
Every submission - a real-time notification the moment the form comes in. Use this when someone needs to act right away, like a safety incident or a broken-down machine.
Daily summary - the following morning, one notification that rounds up everything from the day before. Use this for submissions you review in a batch rather than react to in the moment, like yesterday's daily reports.
You set this per notification, so you can get every injury report the instant it's submitted while receiving all your routine daily reports as a single morning summary.
Add a Project Manager as a recipient
You can now add Project Managers as recipients on both notification types, so the person running the job gets the submissions for it.
Go to Forms and open the form you want to set up.
Open the form's Notifications settings.
Under Submission or Unexpected Answer, choose Add recipient.
Select the Project Manager(s) you want to receive the notification.
Save.
From now on, those recipients get the submission the moment it comes in - no one has to download and forward it.
Tip: Adding a PM as a recipient sends them the submission. It doesn't change who else can see the form.
Route a specific answer to a specific person
On the Unexpected Answer notification, you can go a step further and send a specific question's answer to a specific recipient. This is how you get the right person on the right issue automatically.
Example - a safety question:
On your daily report, the question "Was anyone injured today?" is set so Yes is an unexpected answer.
You route that unexpected answer to your safety lead.
Now, any time a crew member marks Yes, the safety lead is notified right away - not the next morning.
Example - an equipment question:
On a pre-trip inspection, "Is the machine operational?" is set so No is an unexpected answer.
You route that unexpected answer to your mechanic.
A driver flags a broken-down machine, and the mechanic hears about it immediately.
To set it up:
Open the form's Notifications settings.
Under Unexpected Answer, select the question you want to route.
Choose the recipient(s) for that question's unexpected answer.
Save.
You can route different questions to different people on the same form.
Frequently asked questions
Do recipients need a Workyard account?
Yes. Recipients are people in your Workyard account.
Can I send submissions to a client or someone outside my company?
Not yet - notification routing goes to people in your Workyard account.
Can I choose between a daily summary and every submission?
Yes - on each notification you pick the timing. Every submission sends in real time; Daily summary sends one roundup the following morning covering the previous day.
Can I route by job instead of adding one fixed list?
Yes - adding the Project Manager as a recipient sends them the submissions tied to their job, so each PM gets their own without you maintaining separate lists.