Notifications

Posted on April 5, 2009 by Randy V.

With this release, we are introducing a Notifications page as a way to centralize outgoing email for your form. A Notification is a way to send an email each time a user submits your form. You can send information to yourself, to a list of people, or to the user who filled out your form. There is no limit to the number of Notifications you can create or use. You can also specify criteria for your Notification being sent so that the Notification is sent based on answers selected on your form.

Our past versions of Formsite required you to go to different places within our site to define Auto-Responders, Results Receipts, and Results Emails. With our new Notifications page, theses can all be defined in one centralized place. Along with the centralization of email comes much greater functionality. For example, you used to define the auto-response message as part of an Email Address form item. Now, you can define multiple auto-response messages and determine which one gets sent based on the answers your users provide. You can also put multiple Email Address items on your form and define one or more different Notifications for each Email Address.

See the tables below for complete details on the changes.

Email Form Results to one or more email addresses
Old Way	Steps: Go to the Configure page Add one or more email addresses to Results Email Addresses field Comments: Results Email Address is no longer on Configure page.
New Way	Steps: Go to the Notifications page and create a new Notification Enter one or more email addresses in the field below “To” Comments: If you want the email “From” address to be the email entered by the user on your form (so it appears the email is coming from the person filling out your form), click the “Custom From Address” and then choose the Email Address Item from the “From” drop down. Note, if you only have “Defined Address” as an option, then you need to add an Email Address item to your form.

Email Form Results to one or more email addresses

Old Way

Steps:

Go to the Configure page
Add one or more email addresses to Results Email Addresses field

Comments: Results Email Address is no longer on Configure page.

New Way

Steps:

Go to the Notifications page and create a new Notification
Enter one or more email addresses in the field below “To”

Comments: If you want the email “From” address to be the email entered by the user on your form (so it appears the email is coming from the person filling out your form), click the “Custom From Address” and then choose the Email Address Item from the “From” drop down. Note, if you only have “Defined Address” as an option, then you need to add an Email Address item to your form.

Email Auto-Response to person completing the form
Old Way	Steps: Add an Email Address to your form and complete the auto-responder section as part of the Email Address setup. Comments: Auto-response options have been removed from the email address setup.
New Way	Steps: Add an Email Address to your form if it does not already have one. Go to Notifications and create a new Notification For “To” choose the Email Address on your form from the drop down instead of “Defined Addresses” Uncheck “Include Form Results” Check “Include Message” and add your message Optionally check Custom From Address and change to your email address Comments: You can also include the form results with the auto-response. So, where you may have sent out two emails to the same person, you can now send one.

Email Auto-Response to person completing the form

Old Way

Steps:

Add an Email Address to your form and complete the auto-responder section as part of the Email Address setup.

Comments: Auto-response options have been removed from the email address setup.

New Way

Steps:

Add an Email Address to your form if it does not already have one.
Go to Notifications and create a new Notification
For “To” choose the Email Address on your form from the drop down instead of “Defined Addresses”
Uncheck “Include Form Results”
Check “Include Message” and add your message
Optionally check Custom From Address and change to your email address

Comments: You can also include the form results with the auto-response. So, where you may have sent out two emails to the same person, you can now send one.

Email Results Receipt (copy of what person entered) to person completing the form
Old Way	Steps: Add a Results Receipt Item to your form. Comments: There is no longer a Results Receipt item.
New Way	Steps: Add an Email Address to your form if it does not already have one. Go to Notifications and create a new Notification For “To” choose the Email Address on your form from the drop down instead of “Defined Addresses” Optionally check Custom From Address and change to your email address Comments: Previously if you wanted an auto-response sent to your user and a Results Receipt, you needed to have the Email Address Item on your form as well as the Results Receipt Item. Now, you just have the Email Address Item, but you can base multiple Notifications off this single Email Address.

Email Results Receipt (copy of what person entered) to person completing the form

Old Way

Steps:

Add a Results Receipt Item to your form.

Comments: There is no longer a Results Receipt item.

New Way

Steps:

Add an Email Address to your form if it does not already have one.
Go to Notifications and create a new Notification
For “To” choose the Email Address on your form from the drop down instead of “Defined Addresses”
Optionally check Custom From Address and change to your email address

Comments: Previously if you wanted an auto-response sent to your user and a Results Receipt, you needed to have the Email Address Item on your form as well as the Results Receipt Item. Now, you just have the Email Address Item, but you can base multiple Notifications off this single Email Address.

Check Box / Radio Routing of Email
Old Way	Steps: Add a Check Box Routing or Radio Button Routing Item to your Form.
New Way	Steps: Add a Check Box Routing or Radio Button Routing Item to your Form. Go to Notifications and create a new Notification For “To” choose the Routing Item on your form from the drop down instead of “Defined Addresses”

Check Box / Radio Routing of Email

Old Way

Steps:

Add a Check Box Routing or Radio Button Routing Item to your Form.

New Way

Steps:

Add a Check Box Routing or Radio Button Routing Item to your Form.
Go to Notifications and create a new Notification
For “To” choose the Routing Item on your form from the drop down instead of “Defined Addresses”

Notifications

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