One of the most common requirements is to send custom emails and files containing form-captured data to key people when a form is submitted.
For example, a building inspection is performed, and a ‘Certificate of Inspection’ needs to be emailed to the building owner. Or, if you’re taking a product order from a customer, you might want to send them an order docket or invoice automatically.
This article discusses adding an Email Connector and the available configuration options.
Adding the Connector
Follow these steps to add the connector to your specific form:
- Navigate to App Workshop > Forms.
- Hover over your desired form and click the Connect icon.
- Click the Add Connector button (top-right).
- Select Email from the options.
Note: The page will refresh with the connector added. Changes are not live until you click Save.
Quick Access Tip
If you are already inside the Form Builder or Settings view, you don’t need to go back to the main menu. Simply click the Connectors tab located directly under the form title at the top of the screen.
Configuring the Connector
After adding the connector, the initial settings available are:
- File Format
- Email Addresses
Additional settings become available after selecting the options () on the top right of the connector:
- Body & Attachments
- Data Template
- Run Condition
- Clone
File Format
Send form-captured data in a selected file format and upload a custom template to control the layout of your data.
| File Format | Description |
|---|---|
Body | Send form data as plain text in the body of the email. By default, each field answered is placed on a new line. Customizable using HTML or our Data Template Syntax. |
| CSV | Send form data in a .csv attachment. Customizable using a Text file template. |
| JSON | Send form data in a .json attachment Customizable using a Text file template. |
| Excel | Send form data in an .xlsx attachment. Customizable using an Excel template. |
| Word | Send form data as a .docx attachment. Customizable using a Word (.docx) template. |
| Send form data as a .pdf attachment. Customizable using a Word or Excel template or a built-in template. | |
| Word | Send form data as a .docx attachment. Customizable using a Word (.docx) template. |
| XML | Send form data as an .xml attachment. Customizable using a Text file template. |
If any media files captured also need to be sent as individual attachments, check “Send Media Files” and select the images, photos, signatures, videos, or other media to attach.
Email Addresses
The email triggered on form submission will be sent to a combination of the email addresses defined in:
- To Address(es)
- To Form Field Value
- To Submitting User
At least one of these properties needs to be set.
| Property | Description |
|---|---|
| To Address(es) | Enter a single email address or multiple, separated by commas or semicolons. |
| To Form Field Value | Select a field from the form with an email address value, or multiple separated by commas or semicolons. |
| To Submitting User | If checked, an email will be sent to the app user who submitted the form entry. |
| Email Sent From (optional) | Define or customize the sender’s email and name. Default Sender: The sender defined in your Organization email settings. Submitting User: The App user who submitted the Form entry. Custom Sender: The sender name and email are defined in the fields available. |
Body & Attachments
By default, the system will generate a subject, body, and attachment file name for the email it sends.
However, you can personalize the email by adding static text and form-captured data to display in the subject line, body, and attachment file name.
Select Customise Email on the top right of the connector to display the following options:
| Property | Description | Example |
|---|---|---|
| Subject | Enter a custom email subject. Use static text and dynamic values from form-captured data. | “Your inspection report for job {{job_id}}” |
| Body (4000 character limit) | Enter a custom email body. Use static text and dynamic values from form-captured data, or HTML for that extra custom feel. HTML can also be used to iterate through repeatable data, as shown in the example. | “Hi {{Client_Name}}, Attached is your inspection report for job ID {{job_id}}.” |
| Attachment Name | Enter a custom attachment file name. Use static text and dynamic values from form-captured data. If you specify a custom file extension that is a valid MIME type, it will export the attachment as the type specified. Otherwise, the file extension (.pdf, .xlsx, .docx) will automatically be added to your name. | Inspection_Report_{{job_id}}.pdf |
| Disable Random Code | Disable the default system behavior of appending a 6-character random code to the attachment file name. | Instead of ‘FileName-abc123.pdf’, the file would be generated as ‘FileName.pdf’. |
| Embed Entry Identifier | By default, the system will not attempt to make media file names unique across form entries. In most cases, this is no problem; however, if multiple entries are uploaded to the same storage location/folder, files of the same name (but from different entries) may overwrite each other. This option adds each submission’s unique identifier as a prefix or suffix to media file names, thereby ensuring uniqueness across entries. | |
| Anonymize Personal Data | If enabled, data from fields marked as Personal Data will be converted to a non-human-readable format to aid privacy. Media files marked as Personal Data will be excluded. |
Adding a Data Template
With our Data Template functionality, you can customize the output of your Form entry as desired. This lets you create Word or Excel templates injected with Form answers to generate custom outputs based on existing documents you’re currently using.
Select the Add Data Template option at the top right of the connector, which makes the Format Data With Template property available on the connector for uploading a custom Word, Excel, or Text file.
After saving, when a user uploads a form, the output will be customized in the template’s layout and styling.
Supported Template file types:
- Word (.DOCX) for PDF or Word file outputs.
- Excel (.XLSX) for PDF or Excel file outputs.
- Text (.TXT) for all other output types.
Learn all about templates in Outputting Data with Templates.
Adding a Run Condition
Sometimes, you may have a connector you only want to fire if the Form entry has a given answer value.
Achieve this by selecting Add Run Condition at the top right of the connector to display the Only Perform This Action When property. This property allows for a formula that returns a true or false result, determining whether or not the connector is triggered, i.e., whether an email is sent.
Learn more about Creating a Formula.
| Property | Description |
|---|---|
| Only Perform This Action When | Add a formula with a true/false result that calculates whether or not this Connector should run when a form entry is submitted. {{dataname}} = ‘High’ {{numberField}} > 5 |
| Wait No Longer Than | Specify a maximum time to wait before running this Connector. Generally, the answer values on Form entries are uploaded within a few seconds. If photos or other media are captured, these files can take time to upload. By default, the system waits until all media files are uploaded from the app before running the Connector. Use this option to force the sending of outputs (likely missing some photos) due to business-critical timeframes. |
| Run After Connector (displays if multiple connectors are added) | Creates a dependency for this connector’s execution based on the outcome of the selected connector. For example, if you select Success, this connector will only run if the selected connector’s outcome is successful. |
Cloning a Connector
Suppose you want multiple outputs sent out on a form upload, which share many of the same properties (email body, recipients, etc.). In that case, you can click Clone to duplicate the connector and its settings, and then reconfigure accordingly (data template, run condition, etc.).