Is it possible to send a notification to the submitter?

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    jschiefe22
    Asked on February 26, 2018 at 12:57 PM

    I have created a maintenance request form on JotForm that has been successfully used for the past three years.  We keep running into issues where residents want to be notified before staff respond to address their issues, however and due to the number of requests that we receive, it is not feasible for staff to call each resident individually.

    So, the question that I have is:

    1. Is it possible to have a button or link on the submission that notifies the sender of the form using the email they provide?

    2. If not, is it possible to have a button or link that would copy information from the original submission into a new form that could be submitted and notify them?

    3. If none of those options work, is there anything you would recommend that could be done?

    I appreciate your help as I try to make things as easy and efficient as possible for my team.

  • Profile Image
    Kevin_G
    Answered on February 26, 2018 at 02:13 PM

    You can indeed configure email autoresponders on your form, you may include any data that you need, attach files, attach a PDF report of the submitted data and email autoresponders can be scheduled sent as well. 

    Please check the following guides that will provide you more info about it: 

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

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

    I hope this helps. 

  • Profile Image
    jschiefe22
    Answered on February 26, 2018 at 03:33 PM

    The autoresponder email won't accomplish this for us, I don't believe. Here is possibly a better explanation:

    My maintenance team and I both receive email notifications whenever a resident submits a maintenance request.  The resident gets a confirmation that their request has been received and then they receive a follow-up email three days later to complete a survey.  So I already use the notification and autoresponder features, and they work perfectly.

    I am wondering if in the original email notification that my maintenance team and I receive, if it is possible to include a link that by click it that it either:

    1. Notifies the sender of the form, using the email they provide, that the maintenance team will be there shortly to address their issue.

    2. Copies the information from the original submission into a new form, that could then be submitted and used to notify them

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    EltonCris
    Answered on February 26, 2018 at 04:53 PM

    There's a workaround to achieve the no. 1

    Here's how:

    1. Create a new autoresponder notification in your form. This will serve as the notifier for the submitter. Make sure in the autoresponder settings under Advanced tab the "Send on Edit" is set to YES

    You can also customize the autoresponder content.

    2. Add a checkbox field in your form that says e.g. "Notify the Submitter" with a single option e.g. Yes

    3. Under the checkbox field, add the Get Form Page URL widget. This will be used to show the checkbox field in edit mode (step 4).

    4. Create a show/hide condition that shows the checkbox field when Get Page URL contains "edit". 

    You can refer to this full guide: https://www.jotform.com/help/389-How-to-Show-or-Hide-Fields-on-Edit-URL

    5. Create an email condition that fires the autoresponder when the "Notify the Submitter" checkbox is filled.

    So in order for this to work, you just have to visit the edit URL of the user's submission then check the Notify the Submitter checkbox and submit the form. This would trigger the autoresponder that would notify the submitter.

    You can also include the edit link in your email notifications so you and the maintenance can simply click it on email.

    If you need further clarifications, let us know.