ProTip: Customize your Template Events with Template Variables
Your Template Events can be easily customized with Template Variables
Template Events allow form creators to trigger the completion of daily tasks, including form transfers, emailing completed forms, and Tagging forms. These Actions can be triggered by the completion of a form, a transferred form, or even a Public Form submission.
By automating regularly completed tasks like form routing and Tagging, your operation can ensure critical tasks completed promptly and consistently. For example, you could:
Automate the delivery of completed Work Orders to the customer email entered within the form.
Instantly Tag forms completed by a specific Group with a department name (e.g. Sales).
Automate the transfer of a completed Job Safety Analysis form to another teammate, for them to fill out and complete.
Customizing your Template Events
Your Template Events can be easily customized to further streamline your workflow. This is accomplished via Template Variables, which represent a variety of a form’s properties that are not known until the form has been filled out. Variables can be used to dynamically customize Template Event actions, for example, Variables could be used to dynamically and instantly Tag completed forms with information like a customer name, department, or account owner – all of which are not known until the form has been completed. Similarly, Variables could be used to instantly route a PDF copy of a completed form to the customer email address entered within a particular field.
How to include Template Variables in your Template Events
Template Variables can be easily added to your Template Events, simply login to GoFormz from a desktop computer and follow the instructions below:
Locate and open the Template you wish to optimize with Template Events.
Select the gear icon from the right-hand corner of the Template Editor and click Template Events.
When the Template Events window loads, you’ll see a list of any Triggers currently active for that Template. Select an existing Trigger to modify it, or click ‘Add Trigger’ to add a new Trigger.
With the Trigger opened, navigate to the ‘When this happens’ section. In the first drop-down menu, you can select who will trigger the automation. This can be either a specific User or a Group. For this example, we’ll select a Group named ‘Field Techs’.
Next, we’ll determine what will Trigger the automation by selecting an option from the next drop-down menu. For this example, we’ll select ‘Completes Form’.
Under ‘Do the Following’ we can select what Action we wish to take place whenever a Field Technician completes a form for this Template. For this example, we’ll select ‘Email’.
We can now configure the email send triggered by the completion of a form by a Field Technician. This is where we can leverage the power of Template Variables to make our send dynamic. This is accomplished by including the form field’s name in brackets (e.g. [EMAILADDRESS], [USERNAME], [CUSTOMEREMAIL] and more. For example, a Template Variable could be used to make the following email send features dynamic:
The ‘To’ field: With Template Variables, the recipient of the email can be dynamically tailored to the customer, supervisor, or other email address entered within the form. This means that an invoice could be automatically routed to whichever customer email was entered within that form.
The ‘CC’ and ‘BCC’ fields: Even the CC and BCC fields of your email can be dynamically routed to additional contacts included within the form (e.g. a supervisor, subcontractor, or another collaborator).
The ‘Subject line’: Dynamically altering the subject line to display information unique to the form can help clearly communicate the contents of the email. For example, your form’s subject line could include a customer name: ‘An inspection has been completed for [CUSTOMER_NAME]’.
The email body: The body of your email can also include Template Variables, allowing for the complete customization of your email for each form completed. For example, your email might read: Dear [CUSTOMER_NAME],An invoice has been completed for your [CAR_MAKE_MODEL]. Please review and contact [ACCOUNT MANAGER] with any questions regarding your payment.
If we’d like to include a PDF copy of the completed form, we can select the ‘Include PDF’ checkbox and determine which pages we would like included in the send.
Click ‘Save Changes’.
Template Variables can also be used to customize form transfers and Tagging, for example, a form completed by a specific Group could be instantly Tagged with that Group’s name, project, customer, and more.
To learn more about leveraging Template Events, check out this blog, or learn about further automating your daily tasks with GoFormz Workflows.
