Sending an email response once a form is completed with final details about an event, completed payment information, or alerting staff is common. Use the Email tab to generate single or multiple emails that send as soon as the form is submitted.
Emails can accomplish a number of goals. Some use cases can be:
- Send a registrant confirmation details of a payment
- Follow up with information around details of an event
- Notify staff coordinating the event with details of who registered
As seen in the screenshot, the 'TO' field can be populated with a placeholder used for email. The example #BillingEmail# comes from the payment information part of the form. A unique email field can be added to the form to allow for a different address to be used. It is a best practice to make this field required to guarantee an email will be sent to the registrant. The TO field can also be populated with multiple comma-separated addresses. If using over 2 email addresses, for ease of management, it is typically best to create an email distribution list which then sends the same email to multiple addresses.
The 'FROM' address has the highest likelihood of preventing the message from being delivered. Special consideration needs to be given to the address to prevent spam filters from blocking the message. It is best to stay away from using a personal email address which blocks 'Send As' emails from being validated. Emails used with the organization's domain and a general address like 'info@example.com' or 'events@example.com' make the message more identifiable for the recipient and also less likely to be blocked.
Make sure to include a SUBJECT to easily identify the form. This will also help with the delivery of the message.
The message body can be built with a mixture of text and placeholders. Use the message body tools to add customization and style to the email. If adding an image, note that using the Picture tool in the editor requires the image to be hosted via a publicly accessible web address. Common places to host an image could be on your website or through file-sharing services. Exercise caution here as permissions can cause the image to not display and local IT resources will need to help with resolving those issues. A good test is to paste the image address into the browser address area and see if the image is displayed. If it does, the image can be used in your message.
Example placeholder buttons
The placeholder buttons represent the unique field(s) available to add to the form. If field sets are used, there are place holders for each root grouping of fields. The placeholders come in a format of #ExampleName#. The button and placeholder name is generated based on the name given at the time of the creation for the field or field set. Should the name of the field or field set change, the place holder in the email(s) will need to be updated also with this new information or the data will NOT be auto-filled. To add a placeholder, simply click the button to add it to the Message body. This placeholder can then be moved to the right place in the body to have the information automatically populated with the email is sent.
Use the green Add Additional Email Notification button to create more emails. All the emails added in this area will send at the same time when the form is completed.
Updated