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:
- Edit the online form.
- Select the ‘Workflow’ tab.
- Select ‘Customize’.
- Select the relevant step and open the associated email.
- 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;
- Edit the online form.
- Select ‘Fields’, and here add a new drop-down field to your form.
- In this drop-down, add every person required as a new Selection.
- For each Name added, define each manager’s email address as a ‘value’.
- Select the ‘Workflow’ tab.
- Select ‘Customize’.
- Select the relevant step and open the associated email.
- In the ‘To:’ field, type the name of the drop-down field you created in step 3, e.g. ‘select your Contact Person’.
- 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.