At the Workflow-level, automated emails can be built into the entry or exit of a Step, ensuring Approvers receive the necessary messages at the correct time.


To ensure an email is sent every time a form is submitted (irrespective of the specific form content), create an email on exit

of the ‘Start’ step. From here the Online Forms Administrator will:

  • Set security to define the Approvers who should be on this form.
  • Customize the text of any emails to suit the specific situation.


The following outlines two common scenarios:


Scenario 1:

A situation in which the online form should be sent to a specific

individual every time that form is submitted:

  1. Edit the online form.
  2. Select the ‘Workflow’ tab.
  3. Select ‘Customize’.
  4. Select the relevant step and open the associated email.
  5. Set the ‘To:’ field as the individual’s email address.



Scenario 2:

A situation in which the online form should be sent to a specific person, depending on the selection that the submitter would make when filling out the form;

  1. Edit the online form.
  2. Select ‘Fields’, and here add a new drop-down field to your form.
  3. In this drop-down, add every person required as a new Selection.
  4. For each Name added, define each manager’s email address as a ‘value’.
  5. Select the ‘Workflow’ tab.
  6. Select ‘Customize’.
  7. Select the relevant step and open the associated email.
  8. In the ‘To:’ field, type the name of the drop-down field you created in step 3, e.g. ‘select your Contact Person’.
  9. The resulting action ensures that the person selected on the form is the person who will receive the email.




What does the ‘Workflow Detail’ drop-down do?

The Details drop-down box includes standard information stored against the form and the workflow, i.e. the person who last dealt with the form and the date/time they accessed it. Information from these fields can be extracted to the customized email by selecting the item from the drop-down. The item will be placed in the email at the current cursor location.


  The Workflow Detail drop-down menu provides common details that are available on all forms.



What does the ‘Form Field Value’ drop-down do?

The Fields drop-down box is populated from the fields within your online form. Information from these fields can be extracted to the customized email by selecting the item from the drop-down. The item will be placed in the email at the current cursor location.

 The Form Field Value drop-down menu provides specific information extracted from the online form.