ProTip: Configure Your Form To Automatically Email a Copy

Oftentimes, your customers or business process requires you to share copies of forms as soon as they are completed. 

This can be a critical part of business transactions and record keeping.  However, it can also be a very manual process.

Did you know that you can configure GoFormz to automatically send a copy of a form as soon as it is completed?  Using this feature saves you time and ensures that your business’ workflows are thorough and consistent. Rather than having to manually send a file or copy, use this feature to automatically send copies of your form to a customer, partner or other email recipient. Below is a step-by-step example to illustrate this process.

First, login to your GoFormz account and open the template where you want to add this workflow. Below you can see the Template Editor and a sample proposal template that will be used for this walk through.

The first step is to configure the field that will have the email address to automatically send the form to. This example is a job proposal form for a customer, so let’s say that a copy of the form should be sent to the customer when it is completed. The “Email” field in the “Proposed Work For:” section is what we will use in this example.

Be sure to take time to properly format the field and name it appropriately, as it will be referenced later on in the process. You format a field by selecting it and using the Properties table to the right of the Template Editor. 

Once the field has been setup correctly, locate the “Manage Events” tab in the Template Editor and click on it. 

Upon clicking this tab, the Template Events management window will open.

Click the [Add] button located in the top left corner of the window and the email trigger should automatically populate. The “Trigger” section will be correctly set, but double check that the User: drop down is set to “Anyone” and the Trigger: drop down is set to “Completes Form”. 

Next, in the “Action” section, you will find where the email field is referenced. The three boxes that can be assigned are To:, CC: and BCC:, which will work as they normally do in a standard email except for in this instance you do not type in the actual email in these boxes. Instead, these will reference the assigned field in the template where the emails are located. For this example, only one copy of the form needs to be sent to the customer. That email is located in the “Customer Email” field located in the template. To reference that specific field be sure to use [ ] that enclose the field name. In this instance, the To: box will be filled with [Customer Email]. This is illustrated below.

The subject and body text of the email can also be setup in this popup window. When the email is sent, the actual copy of the form will be a pdf attachment. When everything has been setup in this window to your liking, simply click [Save] on the bottom right of the window to save the workflow/trigger.

Once the “Template Events” window closes, click the [save] button on the top right of the Template Editor to save your changes. After this is done, the triggered workflow will be set to work the next time a form is completed using this specific template.

Above you can see the proposal form created from the template where the trigger has been setup. Hitting complete at the bottom of the form triggers the workflow and sends a copy of the form to the email located in the “Customer Email” field.

This is only one of many triggers that can be setup for your templates. Add this to your forms to save time and make your company more efficient and thorough. If you have any questions, comments, or concerns please reach out to us at support@goformz.com. We are always ready to assist you in any way.