Fill & Send allows a user to pre-populate a form with data and then send it to anyone in the world with an email address. Fill & Send is great for sending form-based invoices, quotes, proposals, etc. to people who don't have a doForms account or mobile license. Note: each submission of a form by a user without a license costs one credit. In addition, Fill & Send provides real-time notification when a form is opened and completed by the recipient. Note that, if you don't want mobile users to have access to Fill & Send, you must modify their user permissions on the Manage Mobile Users screen.

Launching Fill & Send

Refer to the numbered highlights in the image shown below for information on launching Fill & Send

1. Launch the doForms portal and click View data.

2. Select a Project and a Form.

3. Click the Fill & Send button to open the form in the doForms portal.

Pre-populating the selected form

After clicking the Fill & Send button, the selected form will open in the doForms portal, below. Refer to the numbered highlights in the image shown below for information on pre-populating the selected form:

1. Enter: A) The email of the person you want to send the form to. Note that you may only enter one email address. B) Subject of the email. C) Email body text. For information on modifying email settings, see "Modifying Fill & Send settings," below.
2. Enter data into the form. In the sample shown below, the user has entered Jonathan Doe's name, contact information, driver's license information, etc.

Using Data Names in your custom body message or email subjects

Users can use data names from existing fields in their form to populate their custom body messages. For example, if a user wanted to have the message include the customers name they could use this sentence as an example: Thank You {Customer_Name} for the order (in this example {Customer_Name} is a field in the form where the user would type the customers name). Now everytime a new name is entred the body message data name will be replaced with the valuer entered in the form.

Users can also use data names in their email subjects. Just like with the body message, when in the report settings for an email field and also using the "Custom" option for the email subject, users can create custom strings or sentences using the forms data names. For example, a user could want to identify each email by customer name and by invoice number by adding the data names {Customer_Name} - {Invoice Number} to their custom email subject. In this example the values entered in the form form for customerer name and invoice number would be shown on the email subject when the email was recieved.

Modifying Fill & Send settings

You can modify the default email options in the Fill & Send settings window, described below. Note that these settings are specific to each published form.

To modify Fill & Send settings for a specific form, refer to the the numbered highlights on the image below. Note that the bottom diagram -- a sample email containing the form link -- shows how each Fill & Send setting corresponds to its header and message fields.

1. Click the Settings icon to open the Fill & Send settings dialog box.

2. Enter text in the Set email alias field. When the recipient receives the email from you, your email address will appear in the From field as:

   nnnnn [do-not-reply@mydoforms.com], where nnnnn is the text you entered.

   Example: U-Drive Car Rental [do-not-reply@mydoforms.com]

3. Select an Email subject. When the recipient receives the email from you, the emails Subject will appear as one of the following:

   • Used form name: Select this option to use the doForms name of the form as the Subject.

   • Used record name: Select this option to use fields from within the form to describe the Subject (e.g., CustName, CustAddress, JobDate, etc.).

   • Default: Enter text to have it appear by default as the Subject, each time this form is sent via Fill & Send.

   • Custom: Select this option to enable the sender to enter a custom Subject, each time this form is sent via Fill & Send.

4. Select an Email message options:

   • Default: Enter text to have it appear by default as the Email message, each time this form is sent via Fill & Send. Note that you may use HTML tags in order to break lines, boldface or italicize content, etc.

   • Custom: Select this option to enable the sender to enter a custom Email message, each time this form is sent via Fill & Send.

5. Select how you want to link to the form within the email:

   • Link: Embeds a URL into the email.

   • Icon: Embeds an Open icon into the email.

   • Icon and link: Embeds an Open icon and a URL into the email.

   • Click here button: Embeds a Click here button into the email.

   • Click here button and link: Embeds a Click here button and a URL into the email.

6. Select Other settings that will appear at the bottom of the email.

7. Click the Save button to save all changes.

Sending the email

After you have pre-populated the form with data, entered the recipient's email address, and entered any email settings, click the Send button at the top of the form (highlighted in image below). Once sent, you will see a following confirmation message.

What the form recipient sees after clicking the form link

After the email is sent, the recipient receives an email containing a link to the form. The recipient clicks the link to open the form in a browser.

If the form opens in a browser in a small mobile device (e.g., smartphone, iPad mini, etc.), the form will automatically open in Full Screen mode (shown in image, below):

If the form opens in a desktop/laptop browser, or in a large mobile device (e.g., tablet) browser, the form will automatically open in Form mode (shown in image, below).

No matter which mode the form opens in, the recipient can toggle modes using the Full Screen/Form Mode button (highlighted in red, above).

The recipient can modify any field in the form. When they are finished entering data, they must click/tap the Submit button (highlighted in blue, above) to submit the completed form back to the sender.

To print the form, the recipient may click/tap the Print button (highlighted in yellow, above), and then follow any on-screen printing instructions.

Checking the status of a sent email, and opening a returned form

DoForms posts each sent email into the View data screen, allowing you to keep track of emails that have been sent. The View data screen also shows the statuses of sent forms, letting you know which forms have been opened or completed by the recipients. Finally, the View data screen allows you to open returned forms.

To check the status of a sent email (refer to the numbered highlights in the image below):

1. Launch the doForms portal and click View data.

2. Select a Project and a Form.

3. The Status column shows the status of each form that has been sent via Fill & Send. In the example below, one form has been Completed, and one form has been Opened.

To open a returned form (refer to the numbered highlights in the image below):

1. Click the drop-down arrow for the form you wish to open.

2. Click Edit to open the form.