What is JotForm?
JotForm is a free online form builder which helps you create online forms without writing a single line of code. No sign-up required.

At JotForm, we want to make sure that you’re getting the online form builder help that you need. Our friendly customer support team is available 24/7.

We believe that if one user has a question, there could be more users who may have the same question. This is why many of our support forum threads are public and available to be searched and viewed. If you’d like help immediately, feel free to search for a similar question, or submit your question or concern.


  • Profile Image

    Routing Email Notifications through Conditions

    Asked by andypenn on October 20, 2013 at 04:41 PM

    I will start by saying yesterday I was told to to use the same thread while discussing the form I have been having problems with, the same issue that has been raised to 2nd level , I started a new thread yesterday and was bashed for doing that, so I have done what I was asked now I being told to start a new thread I wish I was telepathic so I know what you guys are thinking.

    my issue after finding my own way of getting my form to work, and so that I dont screw it up what is the best way for me to route mails to the selected person  when the named surveyors submit button is hit  I am worried that all my surveyors will get each others mails  I also want a copy of any activity for home records.

     

    regs from non phychic andy

    Page URL:
    http://form.jotform.co/form/32911873412856

    email selected same
  • Profile Image
    JotForm Support

    Answered by jonathan on October 20, 2013 at 05:04 PM

    Hi Andy,

    Please review this guide How-to-send-to-a-specific-email-address-based-on-a-selection

    Inform us if this is not what you meant in email routing and we will assist you further.

    Thanks.

  • Profile Image

    Answered by andypenn on October 21, 2013 at 11:31 AM

    thanks for the reply I have read through the stuff you sent me I think I understand it but I am having dificulty getting my head around how each section of the forms has is own condition

     

    Ok when using frame collapse on a form and a name and address field is placed under each is this one form or a number of sub forms on a single form , I think it is one form as it only has one url address.

    on my single url addressed form I have six sections, how do I select one out of six to action. I want two forms to go to each surveyor and a copy of all to come to me for our records,

    when using conditions to set this up I dont see any distinquishing text to identify which surveyor is which. I can see that a single form could have multiple mail addresses to select but cant see vica versa.

    how do I make the email list exclusive to a section on the form page .

  • Profile Image

    Answered by jedcadorna on October 21, 2013 at 12:06 PM

    @andypenn,

    Here are some answers to your questions.

    1. When using frame collapse on a form and a name and address field is placed under each is this one form or a number of sub forms on a single form

    Answer: It is just on a single form

     

    2. I want two forms to go to each surveyor and a copy of all to come to me for our records?

    AnswerLike what is showed in this guide you'll just have to add 2 seperate condition for 2 autoresponse so once it met the condition 2 forms will be received by the surveyor.

     

    I can see that you were able to select which surveyor to choose into your coditional rule.

  • Profile Image

    Answered by andypenn on October 21, 2013 at 12:53 PM

    thanks for the clrification and I have send myself the form using two of my own mail addresses but I also get all the fields from the other forms which has the name of the other surveyors example below how do I remove the unnessacery text as I dont want to alert surveyors of the other parties.

    copy of mail to self notice the empty fields that show the other surveyors name.

    Select Action (surveyor) Chris Hunt (instruct)
    Full Name k a
    Address Street Address: 89
    Street Address Line 2: stam
    City: roch
    State / Province: essex
    Postal / Zip Code: ss41dy
    Country: United Kingdom
    Phone Number (01702) 540420
    E-mail k9p@talktalk.net
    Dear Chris Hunt I am extremely disappointed with my present surveyor and the way they are representing my compensation claim against London Southend Airport expansion. I have given them 14 days’ notice to respond to my final correspondence. They have either failed to respond or I am unhappy with their response I have terminated our contract. I am now free to instruct new representation and request that you undertake my claim
    10-21-2013 4:40 PM
    Full Name
    Address
    Phone Number ()
    E-mail
    Click to edit
    Click to edit -- : PM
    Full Name
    Address
    Phone Number ()
    E-mail
    Dear Michael Marriott
    -- : PM
    Full Name
    Address
    Phone Number ()
    E-mail
    Dear Michael Marriott
    -- : PM
    Full Name
    Address
    Phone Number ()
    E-mail
    Dear Carrick & Co
    -- : PM
    Full Name
    Address
    Phone Number ()
    E-mail
    Dear Carrick & Co
    -- : PM
  • Profile Image
    JotForm Support

    Answered by KadeJM on October 21, 2013 at 02:00 PM

    Depending on the information you want to show or not show to others this is actually populated into your Email Notifications and your Autoresponders (if any). You can control this via removing any tags or questions that you do not want to be seen.

    For example, If you look at this Test Form here http://form.jotform.co/form/32935397683873 you'll notice that it lists 2 Emails. Both of these Email Addresses which the form is attached to are then tied into 2 Notifications known as Notification 1 and Notification 2. In Notification 1 it hides Email 2 and for Notification 2 it displays both Email 1 and Email 2. If you clone the above Test Form and look at the Notifications you'll see that I've modified Notification 1 and removed the information completely. You can do this with different emails and different notifications as well as different recipients to keep the information separate so that only certain users, customers, or business partners of yours might see only certain information that you want them to see and someone else to not.

    The actual control for this is in the Notifications Template.

    Example:

     

    Lastly, You would then need to go into the " Reply-to and Recipient Settings " and separate your emails between that depending on which you want and where or Have different Templates for each according to how you want it.  The Conditions you have on your form only control what is on your form itself but it has no control over the physical Email Notification Template Setup which is designed to automatically build itself with your form questions and answers to autopopulate based on what you have on your form.

  • Profile Image

    Answered by andypenn on October 22, 2013 at 03:34 PM

    Hi iam dispointed that my post seems to have been deleted you claim that with ease forms can be cearted in minuets, however you dont state to what degree of competence you would need when creating a more complex form , realising the power that Jot forms could provide, you move into being a script writer to understand the temernolgy that you guys use when answering questions, my last post asked many questions that would help me understand the example you sent me it also does not tell me a whole lot  its shows a green box with two arrows  the second image shows an arrow (email two) ,   to make things a bit easier is there a full comprehensive easy to understand manual available, understanding how the form works would help a lot. snippets of info dont really help when it comes to something a little more complex, Possibly not complex for thoes who advise.

    For example, If you look at this Test Form here http://form.jotform.co/form/32935397683873 you'll notice that it lists 2 Emails. Both of these Email Addresses which the form is attached to are then tied into 2 Notifications known as Notification 1 and Notification 2. In Notification 1 it hides Email 2 and for Notification 2 it displays both Email 1 and Email 2. If you clone the above Test Form and look at the Notifications you'll see that I've modified Notification 1 and removed the information completely. You can do this with different emails and different notifications as well as different recipients to keep the information separate so that only certain users, customers, or business partners of yours might see only certain information that you want them to see and someone else to not.

    this explanation assumes that everybody who uses jot has the same expertise as tech . the explanation above doesnt go into enough detail on how to achive this , it does not tell me what the 2nd mail is , where it is inserted, does it need to go into the body of the form under one  or all of the surveyors/subject , I states about putting 2 emails under one notification I have 6, does six go under 2 notifications or three . the images are only informative if you understand how the guts of jot work, which I am affraid I dont.

    would it be possible for somebody to supply me a step by step guide of how to implement  what I am lookng to achive. I simply want only the information sent to any one of my six surveyors field with out all the other fields that are not filled out being included. it defeats to object of a secure form if you are literally informing one surveyou of another. or to save time could this be done on my behalf at least I could then see what has been done  and the explanation may make more sence, Iam sorry but the example (Underlined in the above orange  text) has no releavence to my understanding.

    regs andy

  • Profile Image
    JotForm Support

    Answered by EltonCris on October 22, 2013 at 05:34 PM

    Hi Andy,

    My suggestion would be to enable "Hide Empty Fields" on email notification. This removes the blank questions on email notification. 

    Guide:

    1. Click Setup & Embed

    2. Preferences

    3. Advanced Settings

    4. Set "Enabled" on Hide Empty Fields on Emails

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

    Next, you have to create different email notifications for each recipients so you can customize each notification for each recipient. Like recipient1 receives notification with only data that's specifically for recipient1 and same for the others.

    To create notifications, here's how:

    1. Go to Setup & Embed

    2. Email Alerts

    3. Add New Email

    Now, after creating these notifications. Open each one of it and customize it, it is also good to rename the notification so you can easily identify which notification is it for. Example:

    Then on the email body, removed which fields that are not for the right recipient. Example for recipient 1.

    If I have missed something on your question, let us know here.

    Regards!

  • Profile Image

    Answered by andypenn on October 24, 2013 at 03:43 AM

    Lookes like I need a little more advice  thanks for the last post walking in me through it eally helped stange as it maybe it gave me a much better insight of the workings of jot , h

    however have a hit a problem and now a kittle more advice on, have renamed notifications , and  have removerd field in the email that I dont want shown and they are being sent to the emails as they should but I find when I removed unwanted fields from the email I have also lost the input data, the time and date calander and a text field. also for some reason the text field seems to be picking up another surveyors name from somewhere but it is not like this in the form build section, and has been saved overe and over.

    when carring out a simple fill and send one page form I have not had the need to adjust any of the setting so assume they are default, is this not the case when working with a slighlty more complex form. I have left the right hand coloum as default, but am getting the feeling that perhaps this needs populating in some way. obiously the forms are addressed to me I guss you would need to clone the form and edit your own address into should you need to test

    below is what I recieve : (obviously  the form was filled out prior to submission)

     

      jotform.com  
     
    Question Answer
    Select Action (surveyor) Carrick Co (de-employ).
    Full Name  
    Address  
    Phone Number  
    E-mail  
    Dear Chris Hunt  
     

    -- : AM

     

    http://form.jotform.co/form/32911873412856

       
       
  • Profile Image
    JotForm Support

    Answered by EltonCris on October 24, 2013 at 05:23 AM

    @andypenn

    Your setup seems to be fine so I'd recommend not changing any of the field variables. You can also delete it and re-add the field variables by clicking the fields listed under Form Fields on the Compose Email sidebar.

    I also noticed that your date field variables are the same in all the notifications template that's why it appears blank on email because they're not actually field in and the date field that is supposed to be on that notification has incorrect variable. Kindly review, here's a guide:

    You can also delete the blank rows as seen on the screen below.

    Hope this helps.

    If another problem arises, please feel free to open a new thread so we'll be able to assist you according on the thread topic to avoid confusions. 

    Regards!

  • Profile Image

    Answered by andypenn on October 24, 2013 at 06:35 AM

    Why is it when it suits you guys you always say to open a new thread  I ask speercific questions but they have gone unanswered arising from your info it would seem it has affected the text fields, the text is visable in build stage but not at the  url address it would appear conflicting advice is causing more problems , by adding a label it now shows the time and date  the txt field has a label but is not displayed why???

    and if I start a new thread I will need to keep copying older relevent advice keeping the thread subject running must be better than fragmenting it. as other member of advice team wont know what the other has advised or is this the reason to suggest a new thread.

    I just wany this form working it should not take over a week to iron silly issues I have been recomending jot am now getting the feeling its a mistake surley it must be better to work through an issue than giving hear and now info snippets.

    perhaps you could spend some time to look over the form and then advise what I have done wrong and advise me how to rectifiy.

     

    regs andy

  • Profile Image
    JotForm Support

    Answered by jonathan on October 24, 2013 at 07:24 AM

    Hi Andy,

    I apologize if you found inconvinience on this. But this thread is too long already, and from what I can see from the very start, it seems we have provided you already the necessary solution to your original question "Routing Email Notifications through Conditions" .

    Please do tell us if up to this time, the suggested solutions by my colleagues are still not what you need. If still not working, please point to us which part is not working and we will focus to resolve that part.

    Please also understand that we always suggest creating new topic or thread for different question because this method best achieve the right focus and solution for each kind of questions/problem.

    Thanks.