Email (PDF & Excel Reports)

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Email

The Email report tool allows you to email the completed form as a standard PDF or you can create your own report template using our custom Excel template option.

email template

You can place multiple email tools into your form and you can use relevance to determine if an email is sent or not. For example if you have a question “Blacktop damaged" with yes or no as the answers, you can set an email tool to only send an email to blacktoprepair@company.com if the answer is equal to yes.

With the email tool you can:

  1. Send a standard PDF to one or more recipients
  2. You can send an Excel template as a PDf to one on more recipients.
  3. You can send an Excel template as an Excel spreadsheet to one on more recipients.
  4. You can use relevance to determine which emails get sent and to who.
  5. You can send a standard email to one person and a custom email to another from the same form.

Emails are sent automatically based on the selected format when the completed form is sent and received by the doForms website.

Properties

Caption text - The caption is used in most cases to ask the question. In others it may be a column heading. This is a required field. Please keep in mind that captions will wrap when form elements do not fit within the width of the screen. It is important to consider how your captions will be displayed. Captions on a larger screen might look perfect, but on a smaller device, they may be forced to wrap several times. In this situations, smaller captions should be used where possible.

Hint - Providing additional information on how a question should be answered can be achieved easily using the Hint option. The text for hints is smaller the caption. The maximum number of characters supported is 500, including spaces.

Data name - Since the data name is a required field, doForms will default the data name to the caption/label. If this field is blank doForms will provide a generic name with a sequential number. We recommend that you provide a descriptive data name that is easily identifiable. The data name is used throughout the system and non-descript names can make it difficult to select the item you need for example when performing a calculation.

Default Value - The value of this field as presented at first to the mobile user.

There are 4 ways to set who an email is sent to:

  1. Leave default value blank and prompt the user for an email address
  2. Type an email address into the default value. Or multiple addresses using the ; symbol between.
  3. Use another field as the default value source. A drop-down list of options is provided in the Default value field. For a field to be used as the default value field it must be in the form prior to the email tool.
  4. Use a lookup and set the email tool as the destination field equal to the email address field in the lookup table.

Report Format - This options allows you to select the form's presentation output for the email.

The options are:

Optional Message - This would be the message sent as part of the body of the email message.

Standard Report Template - The Standard Report Template is an “off-the-shelf” doForms format that you can use for your reports. As described in more detail below, even though it is “standard”, it still provides numerous settings to help you control the content and appearance of standard reports.

Custom Report Template - Custom Report Templates provide you FULL control over the content and appearance of your reports. Custom Report Templates are created by you, using Microsoft Excel and uploaded to your website.

Appearance - doForms allows you to set a default set of appearance parameters. This eliminates the need for you to have to set colors and other parameters each time you add an element to your form. You can however override the default settings for any tool by simply picking the Custom option. You can also edit the default by clicking on the edit defaults option.

Remove Space - This parameter is used to remove the space just before and just after the tool. By removing space two elements can be made to appear linked or as a single element.

Read only - The read only option is provided to address a specific circumstance. It allows you to treat dispatchers and mobile users differently so that you can set rules for each independent of the other. One may be allowed to edit a field and the other may not be allowed to edit a field.

Read only In mobile app Determines whether or not this field can be edited within the mobile, web apps and the View Data tab.

Read only when dispatching Determines if this field can be edited in the Dispatch tab or not.

Required - The required option is provided to address a specific circumstance. It allows you to treat dispatchers and mobile users differently so that you can set rules for each independent of the other. What is not required for one can be required for the other.

In mobile app Whether this field must be filled-in when completing the form in the mobile app or web app.

When dispatching Whether this field must be filled-in when dispatching the form.

Hide
In mobile app Check this option if you wish to make the question invisible in the mobile app. You might want to do this so the mobile user cannot change the value, or if the value is being used in some intermediate calculation or logical expression.

in Data and Dispatch tabs Check this option if you wish to hide the question in the View Data and Dispatch tabs of the website.

In PDF and Print Check this option if you wish to hide the question in the View Data and Dispatch tabs of the website.

Action
Only display this question if
This is a very powerful option as it allows you basically hide form elements only exposing them if the answer to a question in your form meets the criteria you have set. For example if you have a choose one question with the answers yes and no than you can say only display this question if the answer to the choose one is equal to yes. You can even combine other criteria like and color is not equal to red. Being to hide fields unless they are needed makes form more user friendly.

Considerations

Many email systems limit the size of attachments allows with an email message. Make sure you test the completed form when sending the email to ensure the targeted email address / system can accept the forms.

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