This article will review creating an Email Form Workflow and customizing an email using variables.

CREATING AN EMAIL FORM WORKFLOW

GoFormz Workflows let you automatically email a PDF versions of your completed forms. To set up GoFormz to automatically email completed forms, follow the steps below.

  1. Initiate workflow creation. Navigate to the Workflow Tab and click the Create button in the top right corner.

2. Select the Email Completed Form workflow recipe. In the Add Workflow dialog box that appears, select the Email Form recipe from the dropdown and click Next. An empty workflow will appear on your screen with the following steps: Form Completed trigger, Export Form to PDF, and Send Email.

3. Optionally, change the name of your new workflow. Click the icon to the right of the default name and type in the new one. While this is not necessary, we strongly recommend making your workflow name more specific than the default “Email Form”. For instance, you may want to include the name of the form template to which this workflow applies.

4. Set up the Form Completed trigger. Select the desired form template from the Template dropdown. In the example below, we chose the "Sample Work Order". This means that the workflow will initiate whenever a form created from this template is completed. Click Next when you are done.

5. Set up the Export Form to PDF action. Specify which form Pages should be exported to the PDF. Use dashes to specify page ranges and commas to separate page ranges and numbers; for instance, “1,3-5,8” means that pages 1, 3, 4, 5, and 8 would be exported. Leave this field blank if you want to export all form pages. Click Next when you are done.

6. Set up the Send Email action. This action will email your PDF. The following fields must be specified for this step:

  • To: Email addresses of the intended recipient(s). Seperate multiple email addresses with Commas.

  • Subject: Subject of your email. If blank, it will default to "Message from GoFormz"

  • Body: Message of your email. Toggle between Editor and Preview to make and view changes.

  • Attachments: Do not change this field! This field determines which PDF is emailed and is automatically set to be the PDF that is outputted by the Export Form to PDF step.

Workflow Variables can be used in the Email to reference form and metadata variables. Learn more here.

From Display Name and Reply To Email can be set in the Advanced settings of this step.

7. Save and activate the workflow. If you want the workflow to go into effect as soon as you save it, activate it by clicking the Inactive slider in the top right to change it to Active. Finally, click Save in the top right to complete your workflow creation.

CUSTOMIZE AN EMAIL USING VARIABLES

Note: This article is about variables used in the Email Form Recipe. For more details regarding variables used in workflows, see here.

You can customize your Email using Variables. These can be used in the send addresses, subject of the email, and body of the email.

There are two types of variables you can reference in your Send Email step: metadata variables and form field variables.

Formatting for Using Variables

The required format for the referenced variables is as follows

#{trigger.VARIABLE_NAME}

where:

  • TRIGGER is the stage where the output is being pulled from in our Email Form Recipe.

  • VARIABLE_NAME is a variable that’s being referenced.

Metadata Variables

Form metadata variables provide information about the form itself, rather than the values of any specific fields within the form. The following metadata variables are supported in recipe workflows:

  • formName: The form name. Note that this is the name of the form rather than the template.

  • formId: The unique 32-digit hexadecimal identifier associated with the form.

  • formTemplateId: The unique 32-digit hexadecimal identifier associated with the form template.

  • formStatus: The form’s status; this can be one of the following values: “complete” or “draft”.

  • formChangeDate: The timestamp when the form's status last changed, in the following format: MM/DD/YYYY hhmmss. This includes form completions and form transfers.

  • formLastUpdateDate: The timestamp when the form was last updated (e.g. saved), in the following format: MM/DD/YYYY hhmmss.

In the example below we are referencing the metadata variables Form Name, Form ID, and Form Status. We have used the required formatting for referencing variables.

  • Subject: Form Name: #{trigger.formName}

  • Body

    • Form Name:#{trigger.formName}

    • Form ID: #{trigger.formId}

    • Form Status: #{trigger.formStatus}

Field Variables

Field variables represent the value contained in a form field. You can find your form’s field names by opening your form template in the Template Editor and looking at the “Name” property in the Field Properties pane.

In the example below we are referencing the field variables Email, Customer, Sales Rep. We have used the required formatting for referencing variables.

  • To: #{trigger.Email}

  • Body

    • Customer Name: #{trigger.Customer}

    • Sales Rep: #{trigger.Sales Rep}

For a more detailed review, watch the video below.

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