Form Email, Subject, and Title Requirements

Form Email, Subject, and Title Requirements

Effective Date: February 1, 2026   Last Updated: February 1, 2026

Overview

By default, Hibu One Smart Site forms are connected to the Content Library to ensure centralized management, accurate routing for multi-location businesses, and long-term consistency.
Email delivery is governed primarily by the Client Dashboard, with limited, policy-controlled exceptions.

Default Form Connection & Email Behavior

Connected Forms (Standard State)

All standard forms are connected by default.

When a connected form’s Email Address field is left blank:

• Submissions are sent to the notification recipients configured in the Client Dashboard.

This is the expected and preferred configuration for most sites and forms.

Why forms remain connected:

• Supports correct routing for multi-location or multi-entity businesses
• Prevents cross-location or misdirected submissions
• Enables centralized updates via location or business IDs
• Reduces manual, form-by-form configuration
  

Disconnected Forms and Default Routing

A form may be disconnected only when a business requirement cannot be met while the form remains connected.

When a form is disconnected and no Email Address is entered:

• Submissions still route to the Client Dashboard notification recipients.

Disconnecting a form does not change routing behavior unless a form-level email address is explicitly added.

Form-Level Email Address Policy

When to Use the Email Address Field

The Email Address field should be used only for rare, one-off scenarios, such as:

• An HR or Careers form routed to a single individual
• A specialized internal request form

This field must not be used for standard contact, lead, or request forms.

Critical Rule: Content Library Connection

If a form is connected to the Content Library, a unique email address cannot be added directly to that form.

Policy statement:
To route a form to a one-off recipient, the form must first be disconnected from content library.

When a form-level email address is added:

• That address receives the submission
• Client Dashboard notification recipients continue to receive the submission as well
  

Dashboard vs. Form-Level Routing

Client Dashboard (Preferred)

Use when recipients should receive submissions from:

• Multiple forms
• Standard contact and lead flows

This approach is centralized, scalable, and requires no form-level overrides.

Form-Level Override (Exception Only)

Use only when one specific form must route to one specific recipient.

• Requires disconnecting the form from the collection
• Should be treated as an exception, not a standard approach
  

Email Subject Line Requirements

• If a Subject Line is entered on the form, it will be used in the notification email
• If left blank, the system Dashboard default subject is applied
• Subject customization is optional and should be used only when it improves clarity for the client.
  

Form Title Requirements

The Form Title appears in:

• Email notifications
• Dashboard submission records
• Teams are encouraged to add contextual identifiers when helpful (for example: “SAP Hero Request Form” or “GEO Hero Request Form”) to clearly indicate submission origin.
  

Implementation Standards

• Legacy or placeholder email addresses must not appear on live forms or location pages
• Any exceptions must be intentional and documented
• The Hibu design team is expected to rename uploaded files and apply appropriate alt text to all associated assets