❔Catch-up quick
The "Email Completed Form" Workflow recipe sends PDF copies of completed Forms wherever you need them upon Form completion.
You can hard-code email addresses (ex. example@goformz.com), or leverage Workflow variables to send a Form PDF to an email provided when the Form is filled out.
Dispatch PDF copies of your completed Forms along with a customized email message with the Email Completed Form Workflow.
You might use this Workflow to. . .
Dispatch copies of completed Forms to whomever fills them out.
Email members of your team copies of completed Forms.
. . . or any other instance where you need to send somebody copies of a completed Form.
This Workflow includes the Form Completed trigger. Within this trigger, you’ll select which Templates you want associated with your Workflow.
🗒️ Note: If your trigger is based on a Template folder, and you move a Template out of that folder, the moved Template will no longer trigger that Workflow.
You’ll also set up a Send Email action in this Workflow. Your email message cannot include any alphanumeric text that resembles a link (ex. abc123.abc).
The Send Email action is also an opportunity to leverage Workflow variables.
💡As an example,
In step 5 of this Workflow, you'll set up your Send Email action.
With Workflow variables, you can leverage this action to email your Form User a PDF copy of their Form upon completion.
If you have a field named "Email" on your Template, you'd select the "To" property to access the drop-down selector. Locate the "Email" field.
Your "To" property will now read. . .
#{trigger.Email}
In this variable "trigger" refers to your Workflow's trigger, and "Email" refers to the "Email" field from the Template associated with the trigger.
Note: The "Email" field name is only an example - yours will vary based on what you named the field you want to reference.
Your Send Email action would then populate the "To" property using the email your Form User provides. As a result, an email that includes a PDF copy of the completed Form would immediately send to the provided email address.
Begin in the web app, where you'll navigate to the Workflows tab.
Locate the Email Completed Form Workflow recipe card.
If you’re using a Trial account, you’ll find this on the Workflows landing page.
If you’re using a Team, Advanced, or Enterprise account, you’ll need to select Create Workflow to navigate to the Workflow Recipe Library.
Click the pencil icon.
Enter a name for your Workflow.
Establish your Form Completed trigger.
For this trigger, you’ll select the Templates and users who will cause this Workflow to start when you set up your Select your Template, and When Completed By details.
With Select your Template you’ll choose whether your Workflow will kick-off when Forms are created using any Templates, or only specific Templates.
When completed by is where you’ll choose whether you want your Workflow to start when a Form is completed by a specific user or Group using the corresponding Template.
The only run this Workflow the first time a Form is completed option prevents repetitive Workflow processing for any Forms that you intend to modify after they’re completed, but don’t want to re-run this automation.
Click Next.
Establish your Export Form to PDF action. This step creates and exports a PDF copy of the completed Form.
Select the included pages you want exported to PDF from your Form. If you want to export all Form pages, leave this field blank.
By default, your PDF will inherit its name from the matching completed Form. If you want to modify your PDF’s name, access the Advanced menu and assign a file name.
Click Next.
Establish your Send Email action.
This step manages the details of the email that’ll dispatch along with your Form’s PDF copy.
Do not modify the attachments field.
To is where you provide the email addresses of your intended recipients. This can included hard-coded addresses, or Workflow variables.
If you’re sending the email to multiple email addresses, separate them using commas.
Indicate the email subject in the Subject field. If you leave this field blank, your subject line defaults to "Message from GoFormz".
Manage the message of your email in Body. Toggle between Editor and Preview modes to review your message and apply changes.
Modify your From Display Name and Reply To Email can be set in the Advanced settings.
Click the Activation Slider.
The Workflow Activation status displays as Active or Inactive.
Click Save Draft.
Click Publish.