Email Notifications and Auto-Responder 


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Email Notifications and the Auto-Responder

FormAssembly offers two distinct ways to send automated emails after a form response is submitted: Notifications and the Auto-Responder. The difference between these two features is their intended audience:

  • Notifications are emails sent to the form owner, administrator, or other individuals you designate from inside your organization. They'll alert you every time a user submits a form response. The default notification template includes submission date, completion time, and the full response text, but you can also customize notifications so that you receive just the information you need in the format you want.
  • The Auto-Responder creates emails sent to a user after they submit a form response. In order to enable the auto-responder, you'll need to have a field in your form with email validation enabled collecting the respondent's email address. Beyond that requirement, auto-responses are flexible: you can provide a user with a copy of the data they submitted, a receipt for an order or donation, or just a message thanking them for taking the time to fill out your form.

Both Notifications and the Auto-Responder are configured on the Notifications page. To get there:

  1. From the Form List, move your mouse over the Configure button for the form you'd like to modify.
  2. In the Configure dropdown menu that appears, click on Notifications.

Notifications - Setup

  1. Find the Your Notifications section.
  2. Enable the notification with the Your Email Notification dropdown menu, choosing either text or HTML notifications.
  3. Enter your email address in the Email Responses To: field. You can enter multiple addresses by separating each address with a comma.  Additionally, you can use a field alias if you would like the "Email Responses To:" field to be determeind by a field in your form response.
Note: If you reply to an email notification, the reply will go to the form respondent, provided their email was collected in the form.  This will override the "sender" email address and go directly to the form respondent.

If you are not receiving email notifications, please check your spam folder, and then let our support team know if you are still unable to receive them.

Notifications - Customize

  1. Set the Email Template option to Customized Template.
  2. Fill out the requested information. In the Email Subject and Email Content fields, you can use the following aliases, which will be replaced by the actual value when the email is sent:
    %%FORM_NAME%%
    The name of your form.
    %%SUBMITTED_DATE%%
    The date and time when the response was submitted.
    %%COMPLETION_TIME%%
    The time it took to fill out the form.
    %%RESPONSE_TEXT%%
    A plain text, simplified version of the data submitted with the form. You should not use this alias if your form collects sensitive information that should not be sent over an unsecure medium such as email.
    %%RESPONSE_HTML%%
    An HTML formatted version of the data submitted with the form. You should not use this alias if your form collects sensitive information that should not be sent over an unsecure medium such as email.
    %%RESPONSE_URL%%
    The link to see the response on FormAssembly. Login is required to access responses.
    %%FILE_LIST%%
    The list of uploaded files (if any). Login is required to download the files.
    %%UNPROTECTED_FILE_LIST%%
    Same as the previous entry, but login is not required to download the files.
    %%RESPONSE_ID%%
    A unique identifier for the submitted response.
    %%REFERRER%%
    The address of the page hosting the form (not the page used to reach the form).
    %%IP_ADDRESS%%
    The IP address used to submit the form.
Note: You can also use the Formula Editor to make inserting aliases easier. Use the next to any of the customized template fields to populate your notification with aliases from your form.  If you would like to use an alias within a link in your notification, the syntax would look like this: <a href="%%tfa_1%%">Click Me</a>

Auto-Responder - Setup

The auto-responder can be used to automatically send customizable emails to form respondents, provided they enter their email address in the form.  This can be particularly beneficial any time you would like an automatic message to be sent to respondents upon submission of a form.  Before you can set up the Auto-Responder, you'll need to make sure that you're capturing the respondent's email address:

  1. In the Email Collection section, set the Email question menu to the question in your form that collects the respondent's email address.
  2. If the question is not available in the menu, open the Form Builder and edit your form. Add email validation to the question.

Once the Email Collection section is configured, you can enable your Auto-Responder.

  1. In the Auto-Responder section, set the Auto-Responder menu to enabled (choose text or HTML email).
  2. Enter the email address and name that will appear as the sender of the email (e.g., your name and email).
  3. Enter the email subject and message.

 
Note: We are not authorized to send from major email providers, such as AOL, Yahoo, or Gmail. Please set the sender email to either responses@formassembly.com or a non-generic email of your own.
 

Auto-Responder - Customize

The Auto-Responder allows for the use of basic HTML markup (if it's set to send HTML email) and formulas. In the Auto-Responder, you can use the following aliases:

%%FORM_NAME%%
The name of your form.
%%SUBMITTED_DATE%%
The date and time when the response was submitted.
%%RESPONSE%%
The data submitted with the form. You should not use this alias if your form collects sensitive information that should not be sent over an unsecure medium, such as email.
%%FILE_LIST%%
The list of uploaded files (if any).
 
Tip: On the Professional, Premier, and Enterprise plans you may build a template using any of the form's field aliases in addition to these generic response aliases.
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