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. 

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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Basic Set Up

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  1. Create the data destination following the instructions here.
  2. Destination Basics: Name the destination.  Optionally choose to auto-link forms and documents to this destination.
  3. Add Filtering:  With a filter set up, form submissions will only be sent through the destination if the filter is met.  Read more here.
  4. Set up the other options as discussed below.

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Email Server

SMTP Server

  • 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 works well in most cases, but emails may occasionally end up in a spam/junkmail folder on the receiver's end.
  • Use your own SMTP Server to send your emails:  Email notifications are sent directly to your email server.  Connections to your server can be made anonymously, or authenticated with a username and password that you provide.  Connections can also be SSL encrypted using the TLS option.   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. 
    • Note:  AOL and Yahoo are implementing more restrictive DMARC policies that may result in emails not being delivered if you use this setting.  Read here for more information.
  • 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).

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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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Attachments

Send photos, sketches, audio files, and similar form data as separate file attachments to the message.  

These files will be sent as email attachments.  Note that selecting this option does not affect the use of these files in documents like PDF, DOCX, etc. 

 

 

Link the Data Destination to Forms

In order for the destination to send any submitted form data, it must first be connected to the form.  This is done in the Data Destinations tab of the form builder.

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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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