Email Options Screen

Last Updated: 25 Jan 2018

The Email Options screen allows you to define the different emails to be sent when a user submits the Custom Form.

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Keyword Replacements

In addition to the keyword replacement options shown underneath each email, you can use the response keyword replacements within the fields available for each email option. Click on the list of keywords available for use in emails link for a list of the keyword replacements that are available.

Recipient Email Options

This section allows you to define an email to be sent to the person that needs to be notified when a form submission has been made. For example, if the form is a job application, you can send an email to the HR Manager to notify them that a user has applied for a job.

Recipient Email Format

The Recipient Email Format options define the format of the recipient email.

The fields that are available in this section are as follows.

  • To: enter the email address of a person who should receive the email. You can enter their email address in the text fields or select their user account in the asset finder field.
  • From: enter the email address that will appear in the from field in the email.
  • Reply-To: enter the email address for a user to reply to. If no reply-to address is configured, the header will not be sent on the email.

    If you have a question where the user has supplied their email address, use the corresponding response keyword replacement in this field to use this as the Reply-To address. This allows the recipient of the email to directly respond to the user who submitted the form. For a full list of keyword replacements, click on the list of keywords available for use in emails link in the Keyword Replacements section of the screen.

  • Subject: enter the text to be used as the subject of the recipient email. You can use keyword replacements for the responses to the questions the user entered on the form. For a full list of keyword replacements, click on the list of keywords available for use in emails hyperlink in the Keyword Replacements section of the screen.
  • Attachments: check the Include file attachments box to attach the files that have been uploaded via a File Upload question type to this email. The Attach to Emails option on the Details screen of the File Uploaded question needs to be set to Yes. For more information on the Details screen, refer to the File Uploaded Question Type chapter in this manual.
  • Body: enter the body of the email. You can enter either the text or HTML version of the email in this field. To edit the HTML version, click on the edit icon icon – a WYSIWYG Editor will appear. You can use the keyword replacements for the responses to the questions the user entered on the form within the body of the email. For a full list of keyword replacements, click on the list of keywords available for use in emails hyperlink in the Keyword Replacements section of the screen. Along with these keyword replacements, you can also use the following:
    • %form_info%: this will show information about the Custom Form including the asset id, name and URL of the form, and the name and asset id of the Site.
    • %form_summary%: this will show the responses that the user entered on the form.

Custom File Attachments

The Custom File Attachments options allow you to configure file attachments on the recipient email.

The fields available in this section are as follows:

  • Asset to Send: specify the asset to send as a file attachment on the email.
  • File Name: enter the name of the file attachment. If you have selected a non-File type asset in the Asset to Send field, the extension used in this field will determine the type of file that is attached to the email. For example, if you select a Standard Page asset and enter index.html as the name of the file, it will be attached to the email as a HTML file. If no File Name or extension is provided, the asset will be sent as a text file, by default, and the selected asset's name will be used as the name of the file.
  • Design to Apply: specify a Design asset to apply a design to the selected Asset to Send. This field is only applicable when dealing with non-File type assets. For more information, refer to the Designs manual.
  • Layout to Apply: specify a Paint Layout asset to apply a layout to the selected Asset to Send. This field is only applicable when dealing with non-File type assets. For more information, refer to the Paint Layouts manual.
  • Dynamic Parameters: allows you to dynamically source the Asset to Send ID for the sent email based on GET, POST or SESSION variables, current asset, current user, current site, set value or any super global.
  • Additional GET Parameters: allows you to send additional GET variables to the asset that is being attached. This field is useful, for example, if you want to send a dynamic root node to an Asset Listing to send, or have conditional keywords on a Standard Page based on these GET parameters.
  • Delete: select this field and click Commit to delete this file attachment.

You can add additional file attachments by selecting the Add New File Attachment field and clicking Commit.

Receipt Email Options

This section allows you to define an email to be sent to the user who submitted the form on the Site.

The fields that are available in this section are as follows.

  • Receipt Recipient Question: select an Email Address question type from the Custom Form in this field. The email will be sent to the email address the user enters into the selected question on the form. If this field is empty, this email will not be sent.
  • To: enter additional email addresses of the people who should receive the email. You can enter their email address in the text fields or select their user account in the asset finder field.
  • From: enter the email address that will appear in the from field in the email.

    You may want to put the email address of the person who will look after their submission, for example, the HR manager, so the user has someone to contact within your organisation.

  • Reply-To: enter the email address for a user to reply to. If no reply-to address is configured, the header will not be sent on the email.
  • Subject: enter the text to be used as the subject of the email. You can use keyword replacements for the responses the user entered on the form. For a full list of keyword replacements, click on the list of keywords available for use in emails hyperlink in the Keyword Replacements section of the screen.
  • Attachments: check the Include file attachments box to attach the files that have been uploaded via a File Upload question type to this email. The Attach to Emails option on the Details screen of the File Uploaded question needs to be set to Yes. For more information on the Details screen, refer to the File Uploaded Question Type chapter in this manual.
  • Body: enter the body of the email. You can enter either the text or HTML version of the email in this field. To edit the HTML version, click on the edit icon icon – a WYSIWYG Editor will appear. You can use the keyword replacements for the responses the user entered on the form. For a full list of keyword replacements, click on the list of keywords available for use in emails hyperlink in the Keyword Replacements section of the screen. Along with these keyword replacements, you can also use the following:
    • %form_info%: this will show information about the Custom Form including the asset id, name and URL of the form, and the name and asset id of the Site.
    • %form_summary%: this will show the responses that the user entered on the form.

Send To A Friend Email Options

This section allows you to set up an email that can be used in a Send to a Friend hyperlink.

The fields that are available in this section are as follows.

  • STAF Recipient Question: select an Email Address question type from the Custom Form in this field. The email will be sent to the email address the user enters into the selected question on the form. If this field is empty, this email will not be sent.
  • To: enter additional email addresses of the people who should receive the email. You can enter their email address in the text fields or select their user account in the asset finder field.
  • From: enter the email address that will appear in the from field in the email. You can use a keyword replacement for the responses that the user entered on the form. For a full list of keyword replacements, click on the list of keywords available for use in emails hyperlink in the Keyword Replacements section of the screen.
  • Reply-To: enter the email address for a user to reply to. If no reply-to address is configured, the header will not be sent on the email.
  • Subject: enter the text to be used as the subject of the email. You can use keyword replacements for the responses that the user entered on the form. For a full list of keyword replacements, click on the list of keywords available for use in emails hyperlink in the Keyword Replacements section of the screen.
  • Attachments: check the Include file attachments box to attach the files that have been uploaded via a File Upload question type to this email. The Attach to Emails option on the Details screen of the File Uploaded question needs to be set to Yes. For more information on the Details screen, refer to the File Uploaded Question Type chapter in this manual.
  • Body: enter the body of the email. You can enter either the text or HTML version of the email in this field. To edit the HTML version, click on the edit icon icon – a WYSIWYG Editor will appear. You can use the keyword replacements for the responses that the user entered on the form. For a full list of keyword replacements, click on the list of keywords available for use in emails hyperlink in the Keyword Replacements section of the screen. Along with these keyword replacements, you can also use the following:
    • %form_info%: this will show information about the Custom Form including its asset id, name and URL of the form, and the name and asset id of the Site.
    • %form_summary%: this will show the responses that the user entered on the form.
    • %referral_url%: this keyword replacement will add the URL of the last page that the user was viewing before they viewed the Custom Form.
    • %referring_asset_<keywordreplacement>%: you can use keyword replacements from the referring asset by appending the normal asset keyword replacement onto the end of %referring_asset_. For example, if you want to show the name of the referring asset, use the keyword replacement %referring_asset_attribute_name%. The referral asset is the last page the user was viewing before they viewed the Custom Form.

Setting up a Send To A Friend Form

To use the send to a friend option, follow the steps outlined below.

  1. Create a Custom Form and add an Email Address question type.
  2. In the STAF Recipient Question field, select the email address question.
  3. Format the Body of the email and include the keyword replacement %referral_url%.
  4. Fill out the remaining fields in the Send To A Friend Options section.

Create a hyperlink to the form from a page in the Site or add a hyperlink within your design. When the user clicks on the hyperlink, they will be able to enter an email address. Once they click submit, the Send To A Friend email will be sent to the email address the user entered. The URL of the asset they were looking at before they clicked on the hyperlink will be included within the body of the email.


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