How to configure email options

Web forms can be configured to send an email when the form is submitted. Please note that certain kinds of information must not be transmitted by email. Please read the Deciding what to collect on a web form document.

1. Use the Web form tab to access the E-mails sub-tab.

   Open

   

2. Address - the email address the form will submit to.

   Open

   

3. Select Add.

Email settings can now be configured.

4. Email to address - The email address previously entered will appear in the Custom field. This is the email that the form will submit to.  You can add multiple email addresses separated by commas.

5. Email header details - The email subject, from address and from name can be set in this area.

   1. Email subject - set the email subject in this area. Options include: Default, Custom or Component.

   2. Email from address - set the email from address in this area. Options include: Custom or Component.

   3. Email from name - set the email from name in this area. Options include: Custom or Component.

Email template

You can use the email template to customize the display of the email. The default email template values include:

Submitted on [submission:date:long]

Submitted by user: [submission:user]

Submitted values are: [submission:values]

The results of this submission may be viewed at: [submission:url]

• Token values: special tokens can be entered in the Email template that will be replaced with dynamic values.

• Included email values: 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 [submission:values] token. Ensure you do not send any confidential information by email. Uncheck confidential email values in this area.

6. Select Save email settings.

Sending the user a confirmation email

You also have the option of sending the user a confirmation email. To do this, you must:

• Create an email component type in the Forms components sub-tab and select Add.

• Set a component Label, i.e. type in your email

• Edit the email component and select Save component.

• Make this field required

1. Under the E-mails sub-tab set the Email to as Component value: <Label> and select Add.

2. Configure the email settings.

   1. Leave the Email to address as the newly created email component.

   2. Set the Email subject, Email from address and Email from name. The user will see this information when they receive the confirmation of submission email.

3. Use an Email template to customize the email message users will receive. Users have the option to use Token values or Included email values.

4. Select Save email settings.

You can personalize the email to include their name

If you want to personalize the email, for example, have the email read "Thank you Heather. Your submission has been received." you can insert a token to bring in their first name. 

1. You will need to have a required field for First name with the field key set to first_name. 

2. In the customized email template use the first_name key value to personalize the email, e.g. Thank you [submission:values:first_name:nolabel]. Your submission has been received.

   Note: if the First name form component is in a field set you also need to include that in the form of [submission:values:fieldset_key:field_key:nolabel]. For example, if the First name form component is in a field set called "Personal information" with the field set key personal_information you would use Thank you [submission:values:personal_information:first_name:nolabel]