How to send an email based on the responder's answer?

Sehr geehrte Damen und Herren

Wir sind in der Evaluation ihrer Applikation und sind auf der suche nach der Möglichkeit bspw. wöchentlich einen Email Report an Verantwortliche Personen (inhouse) zu verschicken wenn gewisse Antworten einen bestimmten Wert haben. Dabei soll der Inhalt der Email auch nur gewisse Eingaben enthalten. Wir würden gerne Jotform als Qualitätsinstrument einsetzen. Dabei werden an Einsatzgeräte gewisse Überprüfungen ausgeführt und kontrolliert.

Wir haben gesehen, dass via "Digest Email" automatisierte Email generiert werden können jedoch deckt dies nicht unsere Bedürfnisse.

Gibt es die Möglichkeit innerhalb Jotform oder gibt es eine Integration welche das abdecken könnte.

Freundliche Grüsse

Massimo

Hi Massimo,

Thanks for reaching out to Jotform Support. Unfortunately, our German Support agents are busy helping other Jotform users at the moment. I'll try to help you in English using Google Translate, but you can reply in whichever language you feel comfortable using. Or, if you'd rather have support in German, let us know and we can have them do that. But, keep in mind that you'd have to wait until they're available again.

Now, let me help you with your question. The only feature that emails you weekly is the Digest Email feature. Let me show you how:

1. On your My Forms page, click on My Forms on the top-left side of your screen.

2. In the menu that opens, click on My Reports. 

3. On your My Reports page, click on Create Report on the top-left side of the page.

4. In the menu that opens, click on Digest Emails on the top-mid side of the menu.

5. Set up the following:

• Email Subject
• Email Recipients
• Repeats
• Send Date
• Send Time
• Time Zone

6. Click on Next on the bottom-right side of the page.

7. Select the forms that you want to receive the regular digest emails for.

8. Then, click on Next on the bottom-right side of the page.

9. After customizing the layout of your Digest Emails as you want, click on Create Digest on the bottom-right side of the page.

10. In the menu that opens, click on Create Digest, and you’re good to go.

    Keep in mind that users with the Starter (Free) Plan can add 1 email recipient, while users with Bronze, Silver, or Gold plans can add up to 10. You may want to visit our guide about Understanding Your Account Usage and Limits and our Features and Pricing page to learn more. Editing and Personalizing Digest Emails is also easy. Let me show you how:

1. On your My Reports page, hover your mouse over the Digest that you created.

2. Click on Edit on the right side of the digest.

3. On the page that opens, click on the form that you want to customize.

4. Click on the Downward Arrow icon or Upward Arrow icon on the right side of the form to replace the sequence of the forms.

5. Then, click on the Gear icon on the right side of the form.

6. In the menu that opens on the right side of your screen, you can customize the following:

Overview:

• Number of new submissions in the previous period
• Total number of submissions to the form all time

Chart representation of selected field(s) in the form

• Single Choice
• Multiple Choice
• Dropdown
• Yes/No Question (Card Forms)

Submissions Detail showing the answers to the selected form fields in the previous 

7. Click on Update Digest on the bottom-right side of your screen and that’s it.

Keep in mind that a maximum of 3 chart representations can be selected. You may want to check out our Digest Emails page, as well.

For your other question, I moved it to a different thread to avoid confusion. You can find it here.

Reach out again if you have any other questions.

Hi Joshua

Thanks for responding so quick. If have been going thru your explanation which where quit helpful.

What I'm trying to establish is an email report only in the event we have an answer with a specific entry. For example our staff make a routine check on the equipment we have in use and they now encounter that it does not work properly. For a question like "Could you execute the weekly check properly) with an answer "No" then the responsible person should get an email.

I'm not yet sure whether this could be established within Jotfrom. Do you see an opportunity to get this via the integration Microsoft Power Automate?

Regards,

Massimo

Hi massimomattanza,

Thanks for getting back to us. Sure, it's easy to set the Email notifications based on the answers from form submitters. I'll show you how:

• In Form Builder, in the orange navigation bar at the top of the page, click on the Settings.
• In the menu on the left side of the page, click on Conditions.
• In the list that pops up, click on Change E-mail Recipient and set a logical condition like the ones below:

• Now, click on Save and you're done.

You can also check out our guide explaining How to Send Emails Based on a User's Answer.

Give it a try and let us know if you have any other questions.

Hello massimomattanza,

How is it going? Just sending a follow-up to see if you were able to get our previous message. If yes, please feel free to let us know so we can further check this for you. Meanwhile, I will be marking the thread as resolved since we have not received any response from you.

Reach out to us again if you have more questions.

Hello Norwyn

Thank you very much for your swift reply. As to my understanding that would automatically send an email whenever a certain condition is met. Would it also be possible with the same conditions settings that Jotform sends each Monday a summary of the last seven days?

Kind regards,

Massimo

Hi Massimo,

Thanks for getting back to us. Yes, that is correct. The Email will only be sent if the conditional logic set is met. Unfortunately, it is not possible to create a weekly summary of the submissions using this method.

While the feature you’re looking for isn’t currently available, rest assured we’re always working to add new services and features to Jotform. I've gone ahead and escalated your request to our Developers. When or if it's implemented depends on their workload, how viable it is, and how many other users request it.

If there are any updates, we’ll circle back to this thread and let you know.