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    Having trouble with autoresponder conditional emails

    Asked by jmeyerpw on December 14, 2016 at 02:52 PM

    Here is what I want to do:

    Send form to different email addresses for individual salespeople, copy to manager and district manager, copy also to a 4th email (finance dept).  I have set up autoresponder emails to do this because I couldn't add multiple email addresses to a notification email.

    Salesperson is to review data in form and check box when they have made the change indicated by the form.  Notice of this checked box needs to go to finance only -- this seems to be working (think because I have left the original finance email receive all edits).

    Next, finance reviews the change and updates it to complete or still missing data. I have set up conditional emails to be sent based on these outcomes either to the salesperson or to all 3 (salesperson, manager, district manager).  They are linked to autoresponder emails set up for this purpose.  Problem is that this last set of responses aren't going out.

    I do not want every edit to be sent out only those created at the first form submittal and those in the conditions.

     

    Please advise, thank you for your assistance!

     

    Page URL:
    https://form.jotform.com/63464409904965

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    JotForm Support

    Answered by BJoanna on December 14, 2016 at 04:58 PM

    I have inspected your form and you have 8 Autoresponder emails. All of them are conditional. You also have 3 conditions that will send those Autoresponder emails. 

    First I would like to ask you which issue did you had with multiple recipients inside of email Notification. Did you followed steps from this guide? 

    Send Notifications to Multiple Recipients

    Regarding your issue with conditional Autoresponder emails - Which condition and Autoresponder emails are not send? I noticed that some Autoresponder emails have Send on Edit set to No. Please note that Autoresponder email will not be sent if Send on Edit set to No even if condition is met when submission is edited. You will need to set Send on Edit set to Yes if you want that Autoresponder emails are sent when your submissions are edited. 

    Once you set Send on Edit to Yes, if you do not want that some Autoresponder emails are sent I can only suggest you to make your conditions a bit more complex. For example you can set that condition will be sent of more IF rules are met. If you do not want that salesperson receive email when district manager edit the form, you can set condition for salesperson email to be sent only if one of the fields that district manager will fill is empty. So if district manager fields are filled conditional email for salesperson will not be met and email will not be sent.

    Hope this will help. Let us know if you need further assistance.

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    Answered by jmeyerpw on December 21, 2016 at 01:48 PM

    Still having trouble with this.  

    I have changed all autoresponders to Send on Edit to Yes.  Can you send one autoresponder message to different recipients?

    The only people who should be making changes are the salesperson or the person creating the form (finance deparment).

    How does this change things?

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    Answered by jmeyerpw on December 21, 2016 at 01:49 PM

    Should I change the autoresponders to notifications?

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    JotForm Support

    Answered by KadeJM on December 21, 2016 at 01:57 PM

    When you enable the send on edit feature that basically allows it to be sent when edits are made to the received submission(s).

    The autoresponder is based on the email field that was added to your form for the user to receive a email notification so if you want to send to different recipients then add more email fields.

    However, the email notification (notifier) on the other hand is intended to send to you and whoever you want to specify so that might be a better choice depending on what it is you are trying to do.

    Please see the following:

    https://www.jotform.com/help/25-Setting-Up-Email-Notifications 

    https://www.jotform.com/help/26-Setting-Up-an-Autoresponder-Email 

    https://www.jotform.com/help/30-Explanation-of-Email-Notification-and-Autoresponder-Settings 

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    Answered by jmeyerpw on December 21, 2016 at 02:18 PM

    Hoping that if I rephrase what I want to do it will shed some light....

     

    Here is what I want to do:

    Step 1: The finance department fills out the form initially, upon submission it gets emailed to the salesperson for editing; also gets emailed to the manager, district manager, and person who originally filled out the form (finance dept).

    Step 2: Salesperson only edits the form and upon submission it gets sent to finance dept.

    Step 3a: Finance dept only edits form as completed, upon submission it goes to salesperson, manager, and district manager

    or

    Step 3b: Finance dept edits form as incomplete, upon submission it goes to salesperson only

     

    I do not want every edit to be sent out to all of the emails, only those edits created at the first form submittal and those listed in the conditions.

     

    Please advise, the help links are not detailed enough to help me figure this out.  Are autoresponders vs. notifications the correct way to go?

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    JotForm Support

    Answered by Kiran on December 21, 2016 at 03:43 PM

    I have checked your JotForm and see that all the emails are set as autoresponders and some of them are set with conditions. However, the auto-responders without conditions are set to be received by the Salesperson email address only.

    Since you want the email to be sent to Salesperson, Manager, District manager and Finance department appropriate fields to be selected in the recipient fields since you have different email address fields in the form. The recipeint email address of these emails can be changed as shown below:

    Also, you may need to add another email address that is required to send to the Salesperson.

    Now, for the Step 2, is there a specific field that can be filled by the salesperson to identify that the Salesperson has edited the form? So that we can setup a condition to redirect the email to the finance department again.

    For 3a and 3b, I notice that the conditions are already set on the form. However, the recipient email address needs to be filled with the respective field names as shown in the image below.

    I do not want every edit to be sent out to all of the emails, only those edits created at the first form submittal and those listed in the conditions.

    When the option Send on Edit is enabled for the emails and the rules in the conditions are true, the emails will be automatically triggered. If there are no conditions set for the emails and if Send on Edit is enabled, the emails will be sent when the form is edited.

     

    Hope this information helps! 

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    Answered by jmeyerpw on December 22, 2016 at 09:36 AM

    Not very helpful :( the emails recipients were already set up like that.  The problem is that everyone seems to have to be copied all the time even when conditions are in place and that's not what I want.

     

     

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    JotForm Support

    Answered by Kiran on December 22, 2016 at 10:43 AM

    I have tried submitting your JotForm and see that the 4 emails have been received.

    Finance Department

    Sales Person

    District Manager

    Manager

    When the submission is edited as per the condition below, I have also received the 2nd notice email as well.

    Could you let us know which part of the submission/email is not working so that we can take a look again?

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    Answered by jmeyerpw on December 26, 2016 at 02:48 PM

    It all comes down to the condition emails ... do condition related emails have to be set "Yes on Edit" in order for them to be sent?

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    JotForm Support

    Answered by Nik_C on December 26, 2016 at 03:53 PM

    Yes on Edit option will send email to Submitter's email when his submission is edited.

    So if you want submission to be sent when the form is edited then you should have that option enabled. Could you please let us know which email you're not receiving or you're receiving it wrong so we can take a closer look?

    We'll wait for your response.

    Thank you!