Email options
Web forms can be configured to send email notifications when the form is submitted. Please note that certain kinds of information must not be transmitted by email - see Deciding what to collect on a web form for more information.
These instructions assume you have already created a form.
Adding simple email notifications
You can add as many email handlers as you like, and each can be different. For example, you might want to configure one email handler to notify the person submitting the form that the submission was successful, and another to an administrator to let them know that there has been a new submission.
You can use conditions to selectively send different notifications.
From the administration bar, select Workbench, and then select My Dashboard.
Navigate to the Forms list.
Locate the form you want to configure and select the drop-down menu under the Operations column.
Select Settings.
Select Emails/Handlers sub-tab.
Select + Add email.
Enter a Title.
Set the recipient on the Send to box.
To email - This is the email that the form will submit to. You can choose from the options in the drop-down menu.
Set the sender on the Send from box.
From email – This is the email that the form will be sent from. This will default to the email address of the person who created the form, but you can select other options via the drop-down menu. Regardless of your choice, this MUST be a University of Waterloo email to work.
Set the reply email on the Reply to box (optional).
Reply-to email - This is the email that replies to the email sent by the form will go to. You do not need to set this if the from address is a University of Waterloo email, but if you are wanting to be able to reply to user-submitted email address, this should be set to the form element you are using to collect the respondent’s email address.
Set the Subject and the Body on the Message box.
Subject – This summarizes the purpose of the email. You can choose from the options in the drop-down menu. This defaults to a generic subject line, which can be customized by selecting Custom subject from the drop-down and entering a subject line.
Body – This is the contents of the email itself. You can choose from the options in the drop-down menu. This defaults to showing when the form was submitted, the user who submitted the form (showing “anonymous” if the user was not logged in) and all the values from all of the form fields. This can be customized by selecting Custom body from the drop-down and editing the message.
Tokens - Special tokens can be entered in the customizable fields, such as the subject and the body, and will be replaced with dynamic values. Select Browse available tokens to view the list of tokens you can add.
Included Email Values / Markup - Allows you to select the values that will appear in the email when a form is submitted, specifically what will be shown in place of the [webform_submission:values] token. Ensure you do not send any confidential information by email. Uncheck confidential email values in this area.
Select Save.
Repeat as needed to set up multiple email handlers. When done, select Save handlers.
Sending different emails depending on the choices made on the form
Conditions can be used to set up email handlers that might not always be sent. For example, you might want to send the email to a different administrator depending on the faculty selected, to to send different messages depending on the choices they have made. Each set of conditions requires its own email handler (e.g. one per administrator or different message).
These can be set while you are creating the email handler initially, or added after the fact by editing an existing email handler.
Select the Conditions tab for the email handler.
Set the state to Enabled if the logic you are setting up should lead to the email being sent, or Disabled if the email should always be sent unless the conditions you have set are matched.
Select a form element and a trigger/value that is appropriate for the form element chosen (for example, using “value is” to match a specific option from a select list)
Add additional conditions if needed by clicking the “plus” icon at the top of the form to add conditions to the top, or the “plus” icon beside an existing condition to add a condition immediately following that condition. Remove any unneeded conditions by clicking the “minus” icon beside it.
Select Save.
When done, select Save handlers.