How can I control a single email notification event (to multiple emails) when submission is in Edit?

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    michaelcrowley
    Asked on September 13, 2017 at 05:05 AM

    Hi

    I am trying to add conditional email notifications that allow a single email shot to multiple emails when the form is in Edit.

    In my form I have added a Yes/No to Enable Mail Shot, and I want users to pick the required emails from a pick list.

    My condition is that if the Mail Shot radio button says Yes, the send an email 'once only' to the selected recipients in a pulldown list.

    However, I do not want emails sent every time and I do not want users to have to disable the radio button to No.

    Is it possible to trigger the change in the radio button to No after the form is submitted?

    If not, what is the best method for me to control mail shots only when they are needed, rather than for each submission of the form.

    I have tried using AutoResponder rather than Notification email in the past but I think this also caused difficulties since it isn't the form filler that gets the email.

     

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    candy
    Answered on September 13, 2017 at 07:55 AM

    I have cloned your form named "Conditional multi email test" on my side in order to test it. If you do not prefer to send a notification email again when the submission is edited, you need to disable "Send On Edit" option of notification email as you can see the screenshot below:

    So that, as you said, if the Mail Shot radio button says Yes, an email will be sent only once to the selected recipients. The email will not send for the second time.

    Besides, you also want to keep the "Enable Mail Shot?" field as NO in every case, after the form is submitted. As I have checked, the default value in the "Enable Mail Shot?" field has already been set as NO. Unfortunately, it is not possible to detect that option after the form is submitted and will be edited for the second time. For detailed information regarding editing submissions, please check the following guide: https://www.jotform.com/help/325-How-to-Edit-Submissions-Made-on-Your-Forms 

    I hope this will help you. If you need further assistance, please do not hesitate to contact us.

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    michaelcrowley
    Answered on September 13, 2017 at 08:05 AM

    Thanks Candy.

    My difficulty is these email notifications must be sent when the form is in Edit, not necessarily during the initial first submission of the form, so I already looked at this but guessed this would not work for me in this scenario.

    These email notifications will be needed after the first form submission so I am looking to try to create some logic that allows the person filling the form to trigger just one sending of the email notifications to external recipients who do not want to be annoyed by further email notifications for maybe unrelated changes in the form.

    I do not want these recipients to get further notifications if the person later returns to the submission to make different changes.

    These external recipients do not go near the JotForm. They just need to receive an email with a subset of the info in the form.

    The person filling the form is already using the EDIT SUBMISSION LINK detailed in the JotForm guide  How to Let Users Update Their Form Submissions at a Later Date to return to the submission to make these changes.

    Michael

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    candy
    Answered on September 13, 2017 at 09:42 AM

    Dear Michael,

    Notification and autoresponder emails can not be sent before the form is submitted (in edit mode).

    So, what can I suggest here could be setting different autoresponders or notifications for those external recipients you have mentioned. You can disable "Send On Edit" option only for those recipients. Besides, you can set a different notification email for yourself and enable "Send On Edit" option in order to track the edits on the form.

    I hope this helps.

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    michaelcrowley
    Answered on September 13, 2017 at 09:52 AM

    Hi Candy

    I'm afraid you may be misunderstanding me.

    Maybe a usage scenario might help:

    1. User fills the form and doesn't care about these external notifications just yet. (Maybe the form is not quite complete enough on the first pass.)

    2. Later, the user returns to the form, inputs more information and then requires this version of the form to send notifications to the external recipients. They click the Enable Email Shot and select the required recipients from the drop down. They click Submit and the form is saved and emails sent.

    3. However, a little later they must return to the form (maybe multiple times) and add or change some information but the Email Shot is not needed now. Maybe the part of the form that is relevant to the external email recipients is not changing. It will only send repeat emails to external recipients, which may confuse them. (Why are they getting the same message again?).

    4. What I am trying to do is ensure the Enable Email Shot checkbox defaults to 'No' when the form is opened again, to prevent these unwanted emails for the next submit. (I cannot rely on an end user remembering to turn off that checkbox :-)

    Regards and thanks for your help (and patience)

    Michael

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    Kevin_G
    Answered on September 13, 2017 at 12:08 PM

    Thank you for the additional details Michael. 

    I have been testing on my end and I cannot find a way to achieve your workflow, basically you will need to know how many times the submission has been edited, this because the user may fill the "Enable Mail Shot?" either on the first submission or on the submission edit. 

    Currently you will need to ask your users to select the no option so the emails are not triggered again. 

    You may however set up a condition based on a field you think that will be always changed and change the selected option on "Enable Mail Shot?" field, this may work as you want, otherwise would not be possible to turn off the emails after certain number of changes on the form.