When you Build a form, it's important to be able to designate who is notified whenever a form is submitted. You can customize what happens when a person clicks the Submit button.
This article will focus specifically on the settings that can be configured for notification emails to be sent by the system to whoever you specify in the form settings, as well as emails to the submitter to let them know that it was a successful submission! You can learn more about other settings that can be customized in the article, "Customize form Submit options".
In this Article
- Send notification emails to staff
- Set conditional notifications
- Include submission details for your staff
- Send successful submission emails to submitter
Send notification emails to staff
Send notification emails to anyone who needs to act on or be aware of the data that was just received via a particular form.
- Toggle Send to Admins to activate admin notifications.
- Enter an email address in the Recipient(s) field.
- Click the + icon to add additional recipients.
- Change your mind? Delete a recipient using the trashcan icon next to their email address.
Note on notification role and permissions
The term Admins in the Notification Emails section is a bit tricky! Your recipient(s) CAN be anyone with an email address, even if the person is NOT an admin user or constituent with a profile in your CMS.
However in order to Collect and manage form results, a person does need to be an admin user. Learn more about this in the article, "Collect and manage form results > Confirm permission level."
Set conditional notifications
In some cases, you may want to send a notification to an admin only if the form has been filled out in a certain way. If so, add the recipient as normal, then click the Star icon next to their email address. This will allow you to set conditional rules, either date-based and/or field-based, to determine when to trigger a notification to that admin. For more information about setting up conditional rules, please refer to our article Create conditional form fields.
Include submission details for your staff
Compose a Custom Message to the admin in the text element. Select the checkbox below the recipients field(s) to Include Submission Details in the notification email.
This setting, as well as the message, cannot be customized per recipient. If the recipient is an admin with access to the form in Forms, they will also see a View Submission button to click and be redirected to the Forms module immediately where they can Collect and manage form results.
Send successful submission emails to submitter
Toggle Send to Submitter to have the user receive a message when they have successfully submitted a form. This is a best practice so that the user has confirmation that their submission went through, as well as a “paper” trail in case they need to refer back to their submission for any reason.
Select a Reply-To address to receive replies from this confirmation. These addresses are managed in Messages. Go to Messages > Settings > Reply-To Addresses to add/remove email addresses. Learn more in the article, "Manage reply-to addresses."
Send to submitter best practices
- Insert at least one Email Address field. Once added, save the form so that you may select this field from the dropdown as the email address to use for the notification.
- Choose a Reply-To address OR the email will be sent with a "noreply@xxxx" address in the From field.
- Compose a custom message to the recipient. Select the checkbox to have the user’s responses included in the email.
- Only fields that have been completed or filled out in the form will be included in the submission details email.
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