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. You can have many email entries in a single form. When the form is submitted the system will automatically send emails. Emails in your forms can be based on relevance. If you set the only display this question if to yes then the email will only be sent if another question equals the required result. An example would be only sending the customer a receipt if the answer to the question does the customer want a receipt is equal to yes. Email addresses can be entered in real-time or you can point to an address in your form if it was perhaps dispatched as part of the customer information. The standard PDF use the format of your form. You can create custom email formats using Excel by simply placing the data names of your fields into cells in Excel and saving it as a template. Below is an example of a custom invoice template and the email it generates. You can send a template as a PDF or an Excel Spreadsheet.
With the email tool you can:
- Send a standard PDF to one or more recipients
- Send an Excel template as a PDF to one on more recipients.
- Send an Excel template as an Excel spreadsheet to one on more recipients.
- Use relevance to determine which emails get sent and to whom.
- 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 website.
If you use an auto number field in your form set to when submitted, the number will be generated before your form is emailed.
Note: Many email systems limit the size of attachments contained within email messages. Make sure you test the completed form when sending the email to ensure the targeted email address/system can accept the form.
Properties
Default value: The value of this field as presented to the mobile form user.
There are a few ways to set the default value of an email address:
- Select "Other," and leave the default value blank (prompting the mobile user to enter an email address.
- Select "Other," and enter an email address into the default value. You can also enter multiple email addresses and separate each one with a semi-colon (;).
- Use an existing Text field's value as the default value source for the email address. To do this, create a Text field and drag it before the Email field in the form builder. The Text field will then appear in the drop-down list of options provided in the Default value field. Select the Text field from the drop-down list.
- Use a lookup and set the email tool as the destination field equal to the email address field in the lookup table.
- Use a text calculation to combine a set of email addresses into one consolidated list and then set the email tool equal to the calculation field.
Optional message: A message sent as part of the body of the email message.
Supports basic HTML markup including the following tags: <a>, <b>, <br>, <p>, <strong>. Also supports \n for a new line.
Supports merging information from form questions by wrapping the field name in brackets. For example: {Customer_Name}.
Report format: This option allows you to select the form's presentation output for the email. The options are as follows:
- Standard report template: The Standard Report Template uses your form structure to prepare your PDF. Click the Report Settings button to control the content and appearance of your standard report.
- Custom report template: Custom Report Templates provide you full control over the content and appearance of your PDFs or spreadsheets. Custom Report Templates are created by you, using Microsoft Excel. You simply place the data name of your field into a cell with brackets around it. {Customer_Name}. You can avoid having to retype all your data names by clicking on the file tab in build forms. Click on create report template. This will send all of your captions and data names to an Excel spreadsheet. Then all you need to do is move things around until you have a format that you like. Then save the spreadsheet as an Excel template. Before you can point to this template, you must click on the report templates button in build forms and upload you template.
- Email only: With this option no form or template will be attached with the email. Instead you build your email body using fields from within your forms. As an example you can create a string that says Joe's Towing Service purchased 15 tire(s). {Customer_Name} purchased {Qty} {Product}(s). This string will appear in the email body.
Report settings: Configure various settings for the emailed report.
Send report: Control when the email report is sent.
- Every time the form is submitted except for an edit by a web user: The email will be sent every time a form is submitted from the mobile app (including after a Retrieve or a Forward). Also send when a form is submitted from View data.
- Every time the form is submitted: The email will be sent every time a form is submitted, including an edit of the form in View data.
- When a dispatched form is added as Pending: The email will be sent when a new dispatch is added and saved as Pending.
- When a dispatched form is Sent: The email will be sent when a dispatch is first Sent to the mobile app.
Note that the email will not be sent if the Email control is hidden by Only display this question if logic.