Notifications (Basic)

Last edited 11/12/2020
Form Builder lets you set up automatic email notifications that go out whenever someone completes your form. Basic notifications include one email to your team, and one to your user for each submission. To set up additional emails and/or send specific emails dependent on user input, see Logic & Advanced Notifications.

Best Practice: Adding notification settings to a template guarantees this information will already be included on every new form made from that template, saving you a lot of time and decreasing the chance of missing settings.

To start, click on "Notifications" in Form Manager, which will take you to a new screen. Check both "Send Notification Emails to My Inbox" (the blue box) and "Send Confirmation Email to User" (the red box). These will expand into very similar boxes explained below. Your form must have and require both a Name and an Email field in order to send confirmation emails.

Emails to Your Inbox:

  1. Your Email Address - Enter the email address of relevant council staff or department(s). For multiple recipients, simply separate email addresses with a comma. These can also be blind copied in the next field.
  2. From Name - By default this is set to "FormMaster." Change this to "Name," which will draw from the data entered in the required Name field on the form. If your form has more than one name field, label one of them distinctly, such as "Contact Name," to be sure the confirmation is addressed correctly.
  3. Reply-to Email - From the dropdown, select "Email" to draw from the data entered in the required Email field of the form.
  4. From Email - You can use either the council's general delivery email address or a no-reply address, such as "no-reply@forms.tentaroo.com."
  5. Email Subject - By default, this contains merge tags (further explained below) that auto-insert the form name and entry number. Usually you won't need to change or add anything to the subject line.
  6. Email Content - This field already contains a copy of the submitted form data. You can add additional text if you'd like, e.g. any follow-up instructions or reminders. This field supports rich text (HTML) formatting. If your form or your custom email are especially long, you may want to check "Attach Completed Form Data as PDF file" to create an easily filed receipt for your users.

Confirmation Emails to Users:

  1. User Email Address - This will automatically have your form's email field selected. If your form has multiple email fields, make sure the correct one is chosen in the dropdown.
  2. From Name - Select "--> Set Custom Name" and enter your council, facility, or event name.
  3. Reply-to Email - Enter the email address of the primary contact for this form. This email will receive replies from users.
  4. From Email - This should be the same as the "Reply-to Email."
  5. Email Subject and Content - These entries work similarly to their corresponding entries above. See Merge Tags section for details on how to customize your message.

Merge Tags:

Merge Tags allow you to insert form data into the subject line and content of emails to customize your message to the user. For example, "Dear (user's first name), we will have your (entered size) shirt awaiting you at the (event name)."

To use merge tags, click on one of the "merge tags" links at the bottom of either notification box. A pop-up will appear with a dropdown listing all of your form's fields. Select the name of the field you want to use, and its tag will appear after "Merge Tag -->." Copy the tag, including both curly brackets, and paste it wherever you want it to appear in your notification.

For example: "Dear {element_2_1}, we will have your {element_32} shirt awaiting you at the {form_name}."

 

 

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