Create Ticket My Tickets Post Discussion
Login  Sign up


One of the most common requirements is to be able to email a copy of the Form entry to various people. For example, if a building inspection is performed, you may want to email a Certificate of Inspection to the building owner. Or, if you are taking a product order from a customer, you might want to send them an order docket or invoice automatically.

This is where the Email Connector for Forms comes in. You can add as many Connectors as you like to a Form via the Connectors page. The Connectors page can be accessed from your Form design or settings  pages, or from the Screens listing if you mouse over the Form row in question.

Adding a Connector

Once you are on the Connectors page, setting up an Email Connector is easy:

  1. Click on "Add Connector" button to see a list of the available Connectors. The Choose Connector popup window will appear.
  2. Click the Email option.
    • This will refresh the page and display your Email Connector, ready for configuration. (Note that at this stage nothing has been saved: you must click the Save button to save your Connector after you've finished setting it up.)

Your first decision is what format you want your Form entry data to be sent as. You have the choice of:

  • Body: This will send the Form entry data as plain text in the body of the email. Each field answered is placed on a new line.
  • CSV: Sends a Form data as a CSV file attachment on the email. Note that all non-repeat data captured in repeating rows of data will only appear on each row of the CSV if the option "Fill Repeat Rows on Export" is enabled within Organization Settings. Please see this article for more details
  • PDF: Sends a PDF file attachment on the email, generated using either a generic PDF output or the Word/Excel template provided.
  • Word: Sends a Microsoft Word attachment which is generated using a Word DOCX template you upload. 
  • Excel: Sends a Microsoft Excel attachment which is generated using a Excel XLSX template you upload.
  • Text
    Sends a Form data asa Text File attachment on the email

Next you need to configure who the email should be sent to. You have the choice of any or all of:

  • To Addresses
    Input a static list of email addresses, separated by a comma. An email will always be sent to every address in this field.
  • To Form Field
    This allows you to have dynamic behavior based on the email address(es) input into a chosen Form field. For example, in an product order Form you may be capturing the customer's email address in a field named "customerEmail." You could then have the system automatically email an invoice or order confirmation to the customer by setting the To Form Field to be customerEmail.
  • To User that submitted the Entry
    This allows you to automatically email the app user that captured and uploaded the Form entry.

At this stage, your Connector is ready to go. Hit the Save button to save your changes and activate the Connector.

Customize The Email

The system will generate a default subject, body and attachment file name for the email it sends. However, you may want to customize these values to make the email more personal. This is easily done: just hit the "customize email" link on the Connector. You will see that Subject, Body and Attachment Name fields are displayed for you to edit. Notice also that a hammer icon shows next to the fields. Clicking the hammer will open the Text Builder, which is where you can create dynamic text by injecting the answer values from fields in your Form. This lets you have truly dynamic emails being sent out automatically.

To Address(es)Enter a single email address or a list of addresses to define the 'To' addresses for the email.
Use commas or semicolons to separate the addresses.
To Form Field ValueSend emails to dynamic email address(es) by selecting a form field from the list. The user will define the required email address in the selected form field when completing the Form entry.
To Submitting UserIf checked, an email will be sent to the App user that submitted the Form entry.
Email Sent FromWhen the email is forwarded on ‘Submit’ of this form, the Sender email address and the displayed name will be one of the addresses selected from the dropdown.
  • Default Sender: The sender defined in your Organization email settings
  • Submitting User: The App user that submitted the Form entry

  • Custom Sender: The sender name and email defined in the fields available.

Add a Data Template

Customize the output of your Form entry to your heart's desire with our powerful Data Template functionality. This lets you create Word or Excel templates that are injected with the Form answers to create any kind of PDF output you may need. The template is uploaded specifically to the chosen Connector, so you can have multiple Connectors that output different files. For example, you may send a PDF Certificate of Inspection to a building owner in one Email Connector and send an Excel "Inspection Log" to your internal department address on a separate Email Connector.

Body & Attachments

By default, the system will generate a subject, body, and attachment file name for the email it sends.

If you'd like to personalize the email sent where you can add a static or dynamic text/data captured in the form to be displayed in the email's subject, body, and attachment file name, then click Customize Email to display additional options allowing you to do so and more


(Customize Email)

Enter a custom email subject of your choice.

Create a dynamic subject using fields from your Form - hit the hammer icon to build your text.


(Customize Email)

Enter a custom email body of your choice.

Create a dynamic body using fields from your Form - hit the hammer icon to build your text.

HTML can also be used if you want that extra custom feel.

NOTE: A limit of 4000 characters applies.

Attachment Name

(Customize Email

Enter a custom email attachment file name of your choice.

You can also create a dynamic attachment name using fields from your Form - hit the hammer icon to build it.

If you specify a custom file extension that is a valid MIME type it will export the attachment as the type specified. Else the file extension (.pdf, .xlsx, .docx) will be added to your name automatically.

Disable Random Code

(Customize Email)

Disable the default system behaviour of appending a 6 character random code to the attachment file name.

e.g. instead of 'FileName-abc123.pdf', the file would be generated as 'FileName.pdf'

Send Media Files Separately

If this is checked you will be able to select the individual media files to send/attach.

These could be signature images, photos or other attachments.

NOTE: If the "Anonymize Personal Data" option is enabled, media files marked as Personal Data will be excluded.

Embed Entry Identifier
By default, the system will not attempt to make media file names unique across form entries.  In most cases this is no problem; however if multiple entries upload to the same storage location/folder, files of the same name (but from different entries) may overwrite each other.  This option adds each submission's unique identifier as a prefix or suffix to media file names, thereby ensuring uniqueness across entries.
Anonymize Personal Data
If enabled, data from fields marked as Personal Data will be converted to a non-human-readable format to aid privacy.

Add a Run Condition

Sometimes you may have a Connector that you only want to fire in the event that the Form entry has a given answer value. For example, you may have an Audit Form which has a risk rating question with options like "Low," "Medium" and "High." If the user answers the risk rating as "High," then you want an email to be sent to a supervisor for follow-up and action.

This is where a Run Condition comes in. Run Conditions are defined by creating a true/false formula. The Connector will only run if the formula you define in the Run Condition has a true result. So, in the example above, the Run Condition formula would be something like:

{{riskRating}} = 'High'

When you hover over the Run Condition field, you will see a hammer icon appear. Clicking the hammer will take you into the Formula Builder, which helps you to put together the formula you desire.

Did you find it helpful? Yes No

Send feedback
Sorry we couldn't be helpful. Help us improve this article with your feedback.