Email Data Destination

 

About

The Email Data Destination emails documents to chosen recipients when a form is submitted.  Email data destinations are most commonly used to send a PDF document to a customer, whose email address can be collected in a form.   They are also frequently used to send an email to the user submitted a form, or to office staff for processing.  

The destination can be configured to send emails to a set list of recipients, or to send to one or more email addresses entered into a mobile form. 

To set up a destination, follow the instructions here: Creating and Maintaining Data Destinations

Data destinations automatically back up data collected in the field.   Different documents can also be sent to different services with a single form submission.  Read here for more information on data destinations.

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Email Server

SMTP Server

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  • Use the System-supplied SMTP Server to send your emails:  
    By default, emails are routed through the ProntoForms email server and sent out through public email using the address donotreply@prontoforms.com.  

    This is the easiest route that requires the least configuration and no IT involvement.  However, if you are sending emails to your customers, they may not recognize the email address and may decide it is spam. 

  • Use your own SMTP Server to send your emails:  
    With this option, email notifications are sent directly through your own SMTP email server. This optionally allows you to have your emails sent from an email address on your domain. 

    The key benefit of this option is that your emails can look like they are being sent by you, making them easier for your customers to recognize them as valid emails.  The downside is that ProntoForms support has less ability to troubleshoot email issues. 

    Set up an Email Connection to connect to your SMTP server or choose an existing connection.

 

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Email Headers

Reply-to Email Address

This option controls who will be the recipient if someone responds to an email sent out by the email destination.

  • Data Record Submitter’s Email Address: Replies will be sent to the email address of the user who submitted the form by default. 
  • ProntoForms Email Address: Replies will be sent to donotreply@prontoforms.com.
  • Custom Email Address: Replies will be sent to a specified reply-to address entered into the "Custom Email" textbox.

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Email Subject Line Expression

This is the subject line of the emails that will be sent. 

  • Use Data Record Expression Language to reference answers in your forms.
  • Static text can also be included.
  • For example, %f - %d - %a[Customer Name] would create a subject line like "Customer Site Visit - 2014-10-29  - John Smith".

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Email Recipients

Distribution Type

Choose if recipients will be CC'd (recipient list visible to all recipients) or BCC'd (recipient list hidden).

Send email to the Data Record Submitter

A copy of the submission will be sent to the user's email address (as set up in their ProntoForms account). 

Send email to the Data Record Submitter's Alternate Email Address

A copy of the submission will be sent to the user's alternate email address (as set up in their ProntoForms account). 

Send email to users with “Data Record Submission Listener” checked in the Data Record Submitter's groups

Read about this permission here.

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Groups to Include

Select entire groups to receive form submissions sent by this destination. All members of the selected group will receive notifications.

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Other Addresses to Include

Enter the email addresses of the additional recipient(s). Any valid email address can be entered.  Separate multiple address with commas, semicolons, or returns.

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Form Labels to Extract

This option is used to take the answer from an Email control type in the form, then send a copy of the form to the email address provided as the answer.  This is typically used for a customer email in cases where the customer requires a copy of the form.

    •  Locate a question with an Email control type in the Form Builder and find the label (as seen below).
      2018-11-29-QuestionLabelLocation.png

    • Enter the label in the Question Labels box.
      2018-11-29-QuestionLabelLocation2Email.png

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Email Body

Email Contents

Set up the message that will be included in the body of the emails that are sent.

 

Define a custom email body

  • Compose a custom message
  • Apply formatting with the rich text editor, including styles, images, tables, and lists
  • Use Data Record Expression Language to insert answers from your form:
    • Customize emails by inserting a contact name into greetings with "%a[QuestionLabel]"
    • Add a signature line to the email and insert the form submitter's name with "%u[name]"
  • Press the "Example"  button to see a sample of what the body will look like. 

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Use a standard HTML Document for the body

Use our standard email body.  The contents are: 

A data submission has been made by: %u
You can view this data submission here: https://live.prontoforms.com/data/%r[id]

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Blank email

Do not include a message in the email body.  Empty emails with attached documents are more likely to be viewed as "spam" by email clients.

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Testing and Troubleshooting Data Destinations

Data destinations should be configured and tested carefully before using them in production. This is key to ensuring that ProntoForms data is received correctly. Please consult the recommendations for testing and troubleshooting data destinations.

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Comments

  • Avatar
    Patrique Paquette

    Attachment section is missing

    "link the data destination to the form" section is missing as well

    Edited by Patrique Paquette