The Email Step allows you to send emails to a manually entered email address, or to email addresses collected in form responses above this step in the Workflow Builder Map.
This step combines the Auto-Responder and Email Notification processing options that are used at the form level. The Email Step can be used to configure both internal and external email messages, and you can add as many as you would like for each form submission in your workflow.
To add this Step to your workflow:
- Click the "Add Step" button on your Map.
- Select Email from the dropdown menu.
You can edit or delete this step at any time by selecting it on the Map and opening the Properties panel.
Upon selecting a form that has notifications enabled in a Form Step, an Email Step will be automatically added to the Workflow Builder Map and the form-level email configuration will be copied over.
Properties Panel Configuration
Adding the Email Step will automatically open the Properties panel so that you can configure the step. The Properties panel for this step contains the following tabs: Description and Configure.
You can delete any step by opening the Properties panel for the step and clicking the red "Delete Step" button at the bottom.
This tab handles the details of the step itself, such as the Step Name and Step Description.
- Step Name - This field allows you to give the step a custom name, which can help you differentiate between your steps. It has a default value of "Outgoing Email" until manually changed.
- Step Description - You can use this field to add a description to your step.
The Configure Tab contains all the fields you'll need in order to craft your email! It begins with some standard email fields which can be set either manually, or with the Formula Editor:
- To (recipient) - If you would like to enter multiple recipient email addresses, they must be separated by commas (,) or semicolons (;).
- Sender Email - This is the email address which the recipient will receive the email from. You cannot enter multiple email addresses in this field.
- Sender Name
- Email Subject
- Send Email As HTML or as Plain Text
If you are not yet familiar with the Formula Editor, learn more about using it to create formulas here.
- The Formula Editor in the Workflow Builder has some additional aliases when compared to the form-specific Editor. Namely, you can now select fields and aliases from all previous forms when building your formulas.
- Selecting these previous forms' fields and aliases in the Formula Editor will create a "super-alias" - these work across multiple forms and steps.
- Super-aliases have the following format: %%[workflow step #]![field alias]%%
Attach Form Response PDF(s)
Check the "Attach Form Response PDF(s)" checkbox to attach a PDF of any form response collected prior to this step to the email. Checking this checkbox expands a list of options where you can do the following:
- choose which responses to send as PDFs.
- set PDF names with either text or formulas.
- send one or multiple response PDFs.
After checking the “Attach Form Response PDF(s)” box you will need to select at least one form to attach for this feature to work.
This final text area allows you to add and customize the body of your email. You can style the text, add links and images, reference field aliases from any form above this step in the Workflow Builder Map, and reference workflow-specific aliases.
Assign a Form to a Different Respondent
If you would like to assign a form to another respondent, you'll need to set up an Email Step to contact them. This step should send this new respondent an email and should contain the following alias:
Finally, the next respondent-facing step must be a Form Step. When the second respondent receives this email, it will contain a link that they can click to continue the workflow from the next step after the Email Step.