TutorialUpdate Entry Email Notification in Gravityview

Do you want to send a Gravity Forms email notification when someone edits an entry from the front end using GravityView?

This is a common need when entries are not final after the first submission. A user may update an application, a staff member may revise an order, or an admin may change a public directory listing. In those cases, the right person should know when the entry changes.

By default, Gravity Forms notifications usually run when a form is submitted. But when an existing entry is edited later, you may need an additional notification event.

The GravityRevisions plugin adds this option. It creates a new notification event called “Entry is updated, revision is saved”. When this event is selected, Gravity Forms can send an email after an entry is updated, including updates made through GravityView front-end editing.

Why edit-entry notifications matter

Entry updates can be easy to miss.

If a user changes information after submitting a form, the update may not be obvious unless someone checks the entry manually. That can cause delays in approval workflows, order revisions, HR processes, member directory updates, or support requests.

An edit-entry notification helps your team respond faster. It can alert an admin, reviewer, manager, or support team whenever an entry changes.

This is useful for workflows such as:

• HR forms where employees update personal details
• Job applications where applicants revise submitted information
• Order forms where customers request changes
• Support portals where users update issue details
• Member directories where users edit profile information
• Approval workflows where admins need to review revised entries

Instead of checking entries manually, the notification tells the right person that something changed.

What you need before you start

Before setting up the notification, make sure you have the correct tools active on your site.

You need:

You do not need to write custom code for this setup. The key is choosing the correct notification event after GravityRevisions is active.

Before you configure the notification

First, confirm that front-end editing works in GravityView.

Open the View connected to your form and test whether the right user role can edit an entry. If editing is not available from the front end, fix that first before creating the notification.

You should also decide who needs to receive the update email. For example, you may want to notify:

• The site administrator
• A department manager
• A reviewer assigned to the form
• A support team email address
• The person who originally submitted the entry

The best recipient depends on the workflow. For internal approval processes, an admin or reviewer may be the right choice. For user profile updates, the user and admin may both need a copy.

Step 1: Install and activate GravityRevisions

Install and activate the GravityRevisions plugin on your WordPress site.

Once GravityRevisions is active, it adds revision tracking for Gravity Forms entries. It also adds the notification event used in this tutorial.

If you do not see the new event later, the first thing to check is whether GravityRevisions is installed and active.

Step 2: Open the form notification settings

Go to your WordPress dashboard and open the form connected to your GravityView View.

Then go to:

Form Settings → Notifications

This is the same area where you manage normal Gravity Forms email notifications.

Step 3: Add a new notification

Click Add New to create a separate notification for updated entries.

Give the notification a clear admin-only name. This name is only used inside WordPress, so choose something easy to recognize later.

Good examples include:

• Entry Updated Notification
• GravityView Edit Alert
• Revised Entry Email
• Application Update Notification
• Order Revision Alert

Avoid naming it something too vague, such as “Admin Notification,” because the form may already have other notifications.

Step 4: Select the update-entry event

In the Event dropdown, choose:

Entry is updated, revision is saved

This event is added by GravityRevisions. It tells Gravity Forms to send the notification when an existing entry is changed and a revision is saved.

If you do not see this option, check that GravityRevisions is installed and activated. You may also need to refresh the form settings page after activating the plugin.

Step 5: Choose who receives the email

Next, configure the Send To setting.

You can send the notification to an admin email address, a fixed team address, or a value from the form entry. For example, if your form has a manager email field, you can send the update notification to that field value.

Keep the recipient list focused. If too many people receive every edit notification, the emails can quickly become noise.

For most workflows, send the email only to the person or team responsible for reviewing the change.

Step 6: Write the subject line

Use a subject line that makes the purpose of the email clear.

Examples:

Entry Updated: {form_title}

A GravityView entry was edited

Updated application: {Name:1}

Order revision submitted for review

If the form has a useful identifying field, include it in the subject line. This helps admins understand which entry changed without opening the email first.

Step 7: Add the message content

In the message body, explain that an existing entry has been updated.

You can include normal Gravity Forms merge tags, such as {all_fields}, if you want to show the full entry data. GravityRevisions also provides merge tags for revision details.

A simple message could look like this:

Hello,

An entry has been updated.

Updated fields:
{entry_revision_diff}

Full entry details:
{all_fields}

The {entry_revision_diff} merge tag shows a before-and-after comparison for fields that changed. The {all_fields} merge tag shows the full entry details.

This is helpful because the recipient can quickly see what changed without comparing the entry manually.

Step 8: Save the notification

After configuring the event, recipient, subject line, and message, click Save Notification.

Then return to the Notifications list and confirm that the new notification is active.

If the form has several notifications, check that each one has a clear name and purpose. This makes future troubleshooting easier.

Step 9: Test the notification through GravityView

Do not test this only by editing the entry in the WordPress admin area. Since this tutorial is about GravityView, test it from the front end.

Open the page where your GravityView View appears. Edit an existing entry and change one or two field values. Save the update.

Then check whether the notification email arrives.

Also review the email content. Make sure it shows the changed fields clearly and does not include unnecessary information.

Step 10: Check the saved entry revision

After testing the email, open the entry in the WordPress dashboard.

GravityRevisions saves entry changes as revisions, so you can review what changed after the update. This is useful when you need an audit trail for edited entries.

For approval workflows, revision history can help admins understand what was changed, who made the change, and whether the updated entry still needs review.

Example use cases

HR update forms

An employee may submit a form with personal details, emergency contact information, or internal request data. If the employee later edits the entry through GravityView, HR can receive an email notification and review the update.

Order revision workflows

A customer or staff member may update order details after the original submission. An edit-entry notification can alert the operations team that the order needs another look.

Application review systems

Applicants may need to update missing information after an initial review. When the applicant edits the entry, the reviewer can receive an email instead of checking the dashboard manually.

Member directories

If users can update their public profile or directory listing, admins may want to review changes before trusting the updated information. A notification helps flag edited listings for review.

Support requests

A user may add more details to an existing support request. When the entry changes, the support team can get notified and continue the conversation faster.

Troubleshooting

The update event does not appear

If “Entry is updated, revision is saved” does not appear in the Event dropdown, check that GravityRevisions is installed and active. This event is not part of the default Gravity Forms notification events.

The email does not send after editing through GravityView

First, make sure the entry was actually saved after editing. Then check that the notification is active and uses the correct event.

Also confirm that your WordPress site can send email. If normal Gravity Forms notifications are not sending either, the issue may be related to email delivery rather than GravityView or GravityRevisions.

The email sends, but it does not show what changed

Add the {entry_revision_diff} merge tag to the message body. This merge tag shows the changed fields in the notification email.

If you only use {all_fields}, the email may show the full entry but not clearly highlight the difference between the old and new values.

The wrong person receives the notification

Review the Send To setting. If you are using a form field as the recipient, make sure that field contains a valid email address.

For admin workflows, a fixed team email address may be more reliable.

Too many emails are being sent

If users edit entries often, update notifications can become noisy. Keep the recipient list narrow and use clear subject lines so the emails are easier to manage.

If only certain changes need attention, review whether your workflow needs extra conditions or a more specific review process.

Final thoughts

Triggering an email notification after a GravityView entry edit helps you keep track of changes without checking entries manually.

With GravityRevisions active, you can add a dedicated Gravity Forms notification for updated entries, choose the “Entry is updated, revision is saved” event, and include revision details in the email message.

This setup is especially useful for approval systems, HR forms, order updates, support requests, and member directories where entries may change after the first submission.

For more information about GravityView and related resources, see our GravityView for Gravity Forms page.

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