Reminder Emails - Conditional Reminder Emails to email address variable

Re: https://form.jotform.com/193612907849369

I use Jotforms for my holiday bookings.

Customers complete their booking PUBLIC Jotform, and I pass the information to the Invoice listed above.

Can I add a rule / schedule as follows:-

If Checkin Date is 28days or less than 28 days in the future

+

If Total amount outstanding is greater than value 0

ALL VALUES To BE MET

email the submission to customerEmail daily / weekly - until the Total Amount outstanding is equal to 0

Variables:-

checkIn36 - small text entry field

customerEmail - email address field

totalAmount - calculated field based on what we input into other fields

Hhi WayneHoyle,

Thank you for contacting Support.

Let me work on this and will get back to you with an update.

Hi WayneHoyle,

Thank you for your patience.

I have created a sample condition that you may use.

1. Add 2 date fields to the form. In one date field, the user can enter the date. Hide the second date field.

2. Go to Settings > Conditions > Calculate/Update field and set the condition below to calculate the date after 28 days of submission and populate it in another date field.

In the above condition, you add any number of days according to your wish.

3. Now, go to Settings > Conditions > Change E-Mail Recipients and set the condition below:

You may consider the send email later functionality in Autoresponse email.

Guide: https://www.jotform.com/help/535-Utilizing-the-Send-Emails-Later-Function-of-the-Autoresponder-Emails

 I hope this helps.

Let us know if you need further assistance.

HI there - thank you for this, but the person who fills in this form is NOT the person we want the reminder to go to.

and Ideally - when the date gets to 28 days prior to checkIN - it would be great to resubmit the form automatically until the totalamount = 0

Hi WayneHoyle,

For the remainder of the condition, you may set it to any email you want to send it to.

May we confirm if what you need is for the condition to count down the days until the Total Amount outstanding is equal to 0?

We will wait for your response.

It is preferred that a reminder email is sent to customerEmail from 28days prior to checkIn

once we "edit" the submission and manually update the total to show 0 - we need the reminder to NOT be sent.

Many Thanks

WayneHoyle

Once a new submission has been made, Auto-responder gets scheduled to be triggered after X period, based on your settings. Nothing can stop that kind on Auto-responder from sending its email unless when associated submission gets deleted.

Does this answer your question?

ok - so auto responder get scheduled from the point the submission is made.

I assume the schedule cannot be made in a count-down type of way? 28days prior to the checkIn or event?

Many Thanks

Wayne

My colleagues example is 28 days + check-in event.

So if the check-in date is 09/07/2020 it would add another 28 days before the autoresponder email is sent.

However, it will not resubmit the form  but it will send the autoresponder.

Hope this information helps.

If you have further questions, let us know.

to confirm - in the example - checkIn date = 09/07/2020 are we adding 28 days to make the date 05/08/2020 or 10/06/2020 ???

If this is the case - maybe I should "-" the 28 days??

Regards

Wayne

not quite right somehow :-(

Check-in date 09 July + 28 days = 06 August.

Please create the following condition:

Should you have any further inquiries, we will be more than happy to help.

ok - that calculation goes the wrong way.

I want the reminder to go out before they check in.

so if they check in on 29th July - I want the reminder on 1st July unless Outstanding Balance is equal to 0

so

datestring ( checkindate fr 0-9 - 2 8 )

but...

its not a date string - but I think I can work something from this.

Thank you.

The date String function will convert the data into a date.

sample  screenshot:

Sample condition:

Then you can pass the calculation to your date field to be used on the send to email later.

Sample condition:

You can then use the date field to send emails on later date.

Guide:https://www.jotform.com/help/535-Utilizing-the-Send-Emails-Later-Function-of-the-Autoresponder-Emails

Hope this information helps.

If you have further questions, let us know.

thank you - but....

datestring isnt UK date format compatible.....

I'm using dd/mm/yyyy and the -28 is giving me incorrect "dates" in existing submissions :-(

even with the condition set to:-

Receipt ID LWL-00001083 shows:-

If i can get the Full Payment Due on or Before - Field to calculate on existing submissions - I will work out the email reminders.

Sorry for the "headache"

Wayne

I have checked your form and the date field "Reminder" is not set therefore there is not data, this is the reason why you're seeing an invalid value.

You may try settings the date picket field to get the current date for the calculation to work.

Please give it a try and let us know how it goes.

ok - i was actually going to remove that field and stick to checkIn (-28) to give the Full Payment Due On or Before field..

I didnt see the relevance of havingthe actual reminder field (which does get populated when we fill in the invoice manually)

could you take a look at the conditions setup at the top of this form please? :-)

ok - we are getting closer - but - no matter what date setting the widget is set to, it changes the dd/mm to mm/dd and then calculates the -28 based on the wrong setting.

ok - maybe it's easier to start again

i need a date field to be checkin - 28 days - in UK dd/mm/yyyy format.

then once I have that I will work on the email reminders which need to be sent x days before checkin

Hi WayneHoyle,

Let me work on this and will get back to you with an update.

Thank you.

Hi WayneHoyle,

Thank you for your patience.

I changed the Checkin date from 4 pm to a date picker field.

Used the same condition and the date field out as expected.

I hope this helps.

Let us know if you need further assistance.

I tried this and lost all of my data.

I assume you copied the data across please? and kept the same variable names?

Thank you

Please be informed that it's always better to have a cloned version of your form to run tests and experiments on, so that you can avoid fields and data loss.

Kindly note that you can revert to any previous checkpoints using Revision History.

Related guides:

Clone-an-Existing-Form-from-Your-Account

How-to-View-Form-Revision-History

Please give it a try and let us know how it goes.

ok - the checkin date from 4pm field is NOT a date picker field anymore - and I cannot change it without losing the data already inserted.

Is there an admin that can "backup the field data" and change this to a date picker format field and insert the data back to checkIn please?

Also I would need the checkIn format to continue using the same variable.

Thank you.

The problem.... if I edit an existing submission (which we do when people pay an amount towards their holiday) - the reminder which I have use the formula:-

Datestring (CheckIn date from 4pm) = reminder

Reminder - 2 8 = Full amount to be paid by

I get a 5 digit year :-(

if the forms are NEW submissions the submission works 85% of the time.

Thank you

Is there an admin that can "backup the field data" and change this to a date picker format field and insert the data back to checkIn please?

I'm afraid we can't do this. We can only recommend downloading your data for your local copy then you can upload it back to your form by using the import app. Guide: https://www.jotform.com/help/308-Import-App-Easily-Import-Your-Excel-or-CSV-Data-into-JotForm

Following your given formula, here's how I configured the conditions;

Datestring (CheckIn date from 4pm) = reminder

As per your formula, you're only copying the date value from one field (Check In Date) to another field (Reminder Date). So there's no need for a Datestring function unless you want to change how the date appears on the Reminder Date field.

-----------------------------------

And for the other formula; here's how it should be configured.
Reminder - 2 8 = Full amount to be paid by

In order for this to work reliably and avoid getting invalid dates, I suggest you use Date Picket field on Check In Date as also suggested by my colleague. This also works better with Date calculations.

Here's an example result in the cloned version of your form https://form.jotform.com/201934714429962

If I have missed something here, please let us know.

Thanks for this. - but If i change the field to a Date Picker - I lose all existing submission information. - I have already tested this on a clone and added test data, changed the field to a date picker and lost the data 

Hence asking if and Admin could back up the CheckIn data and change this for me -and restore the CheckIn information into this field.

I guess I will need to download the info to CSV and manually update all of the missing information when I change to a Date Picker

Yes, you're right. You will need to download a back-up copy of your data to avoid data loss, then import it again to JotForm.

Related guides:

How-to-Download-Form-Submissions-as-Excel-CSV-PDF

Import-App-Easily-Import-Your-Excel-or-CSV-Data-into-JotForm

because the Import App needs "working on for it to be useable" I will export the data and manually update the submissions that are of importance.

when I say the App needs working on - why would clone a form - have exactly the same field names - export to CSV or Excel - only for the import app to fail at "customer details" "first name" "Last Name" without merging fields etc. ???

it would be brilliant if it looks at source field header names and dropped the info into the same fields in the 2nd form???

Hi WayneHoyle,

We're sorry for the inconvenience.

Another option to recover the data on a deleted field or changed field is to retrieve the field by reverting the form to its previous version. For your reference: How-to-View-Form-Revision-History.

Kindly try it and let us know if you're unable to get your submissions.

Looking forward to your response.

OK - so it would appear that I have reminders going out with is great.

however; reminders don't need to go out if the outstanding balance is 0.00 or less than 0.01

When we receive a payment - we edit the submission and add the value which has been paid.

however; it would appear that the reminders don't take this into account and only re-send the original submission and not the editted - updated - zero figure or smaller figured amounts.

It seems you have not added the autoresponder 4 or the reminder in the condition to send only when the amount is equal to 0 or less than 1.

You may however create your own condition to use the less than condition.

Sample condition:

Please give it a try and let us know how it goes.

I ONLY want the reminder to be sent if the total outstanding is greater than 0 on the ReminderDate.

If thats possible.

your response reads, as though the autoreminder would go if the value was 0

Hi WaynHoyle,

Here is a sample condition that you can set up:

This would trigger the reminder to be sent only if the total outstanding is greater than 0 on the Reminder Date.

Kindly give it a try and let us know how it goes for you.