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.

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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 if the answer is equal to yes.

With the email tool you can:

  1. Send a standard PDF to one or more recipients
  2. Send an Excel template as a PDf to one on more recipients.
  3. Send an Excel template as an Excel spreadsheet to one on more recipients.
  4. Use relevance to determine which emails get sent and to whom.
  5. 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.

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

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 a smaller caption should be used.

Hint: Provides additional information to the mobile form user on how a question (i.e., Caption text) should be answered. The Hint font size is smaller than the Caption font size.

Additional HTML styling can be applied on hints and captions.

Data name: Because this is a required field, doForms will default the Data name to match the Caption or Label. If these are blank, doForms will generate a generic Data name name with a sequential number (such as "untitled10"). Since it is used throughout the system, it is recommended that you enter a descriptive Data name that is easily identifiable. Nondescript Data names are difficult to find and select at a later time (e.g., when performing a calculation).

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:

  1. Select "Other," and leave the default value blank (prompting the mobile user to enter an email address.
  2. 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 (;).
  3. 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.
  4. Use a lookup and set the email tool as the destination field equal to the email address field in the lookup table.
  5. 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.

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 is an “off-the-shelf” doForms format that you can use for your reports. 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 reports. Custom Report Templates are created by you, using Microsoft Excel and uploaded to your website.
  • Email Only: This option will remove the PDF or Excel attachment from the email. This setting is most commonly used with the custom email subject and body messages.

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.

Justification: Allows you to apply text justification settings to certain elements of the tool. Choose the appropriate radio button for the Caption and/or Hint fields as follows:

  • L: Left-justifies the text.
  • C: Center-justifies the text.
  • R: Right-justifies the text.

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: These settings allow you to control which users can enter data into or edit this field. The settings are as follows:

  • View data edit: Restricts a web portal user from editing this field when editing a submitted form through the 'View data' tab
  • View data new: Restricts a web portal user from entering data into this field when creating a new form through the 'View data' tab.
  • Dispatch edit: Restricts a web portal user from editing this field when editing a submitted form through the 'Dispatch' tab.
  • Dispatch new: Restricts a web portal user from entering data into this field when filling out a new dispatch through the 'Dispatch' tab.
  • Mobile: Restricts a mobile user from entering data into this field when filling out a form.
  • Web App: Restricts a web app user from entering data into this field when creating a form.
  • Form Links: Restricts a web portal user from editing this field when editing a form that was sent using a form link

Required: These settings allow you to control which users are required to enter data into this field. The settings are as follows:

  • View data edit: Requires a web portal user to enter data into this field if editing and saving a submitted form through the 'View data' tab
  • View data new: Requires a web portal user to enter data into this field when creating a new form through the 'View data' tab.
  • Dispatch edit: Requires a web portal user to enter data into this field if editing and saving a submitted form through the 'Dispatch' tab.
  • Dispatch new: Requires a web portal user to enter data into this field when filling out a new dispatch through the 'Dispatch' tab.
  • Mobile: Requires a mobile user to enter data into this field when filling out a form.
  • Web App: Requires a web app user to enter data into this field when filling out a form.
  • Form Links: Restricts a user from submitting a form link without answering this this field.

Hide: These settings allow you to hide the form field from users in specific situations. The settings are as follows:

  • View data edit: Hides this field from a web portal user when editing a submitted form through the 'View data' tab
  • View data new: Hides this field from a web portal user when filling out a new form through the 'View data' tab.
  • Dispatch edit: Hides this field from a web portal user when editing a submitted form through the 'Dispatch' tab.
  • Dispatch new: Hides this field from a web portal user when filling out a new dispatch through the 'Dispatch' tab.
  • Mobile: Hides this field from a mobile user when filling out a form.
  • Web App: Hides this field from a web app user when filling out a form.
  • In PDF and Print: Hides this field when the form is converted to PDF or printed.
  • Form Links: Hides this field on forms that are sent as form links.

Actions

Only display this question if

This is a very powerful option as it allows you to hide form elements, only exposing them if the answer to a question in your form meets the criteria you have set. Being able to hide fields unless they are needed makes form more user friendly. For example, if you have a Choose One question with the answers Yes and No, then you can say "Only display this form element if" the answer to the Choose One is "equal" to "Yes." You can combine criteria with other criteria, thus creating complex criteria for showing/hiding form elements.

For email tools this setting is used to only trigger an email to send when a specific condition is met. For example, the email field could only be sent if the answer to a Quantity numeric field is greater than 50. If a number less than 50 was entered the email would not be sent.

 

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