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  • Profile Image

    autoresponder problem

    Asked by andypenn on October 28, 2013 at 05:12 PM

    Have set up an auto responder I wish the form selected to be auto mailed back to the originator, a copy to my surveyors, and a copy for the office , for test purposes am using my own addresses, the registerd mail address is copycomp@talktalk.net  the forms send to this address which we could say is the office copy, I also recieve a copy at k9p@talktalk.net one of my other address  I cant quite see where the instruction is to send to this address.

    when working as I want I will include the proper addresses in the notification (, space). I have set up a responder which worked only once which has lead to this question.

    in the responder fields do I delete all the fields that I do not need like name and address fields to all surveyors and just leave the fields I am interested in ( in this case email) so there will be six email fields.

    Do I have to set up a responder for each surveyor , seeing that it is all on one form I assumed it would be one responder. I have the how to set up jot guide on auto responder but cant see why it would not work.

    could you inform me where the k9p@talktalk.net instruction is

    the auto responder needs to send to the mail address in any of the six email fields

    would it also be possible for you to inform me as to why the auto responder is not sending .

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

    problem email name office selected
  • Profile Image
    JotForm Support

    Answered by ardy0689 on October 28, 2013 at 05:38 PM

    Hello the k9p@talktalk.net is set under your conditional emails as shown on the image below

    From the Form Builder:

    1. Click "Setup & Embed"

    2. Click "Conditions" button

    3. Click "Saved Conditions" button and you will see similar to this image.

     

    "when working as I want I will include the proper addresses in the notification (, space). I have set up a responder which worked only once which has lead to this question.

    in the responder fields do I delete all the fields that I do not need like name and address fields to all surveyors and just leave the fields I am interested in ( in this case email) so there will be six email fields.

    Do I have to set up a responder for each surveyor , seeing that it is all on one form I assumed it would be one responder. I have the how to set up jot guide on auto responder but cant see why it would not work."

     

    To answer this question, as from what I can see with your current setup you need to create an autoresponder for each surveyor just like what you did on the Notifications.

    Plus you need to add this to your conditions for each surveyor.

    Let's take Condition#8 as an example:

    As you can see I added another Action by clicking "Add new action" button and set the specific autoresponder template according to Chris Hunt. This is why I recommend you to create individual autoresponder templates for each surveyor.

     

    This is also the reason why you are not receiving an email because you have many email fields but as you can see from the image below, you can only set one recipient email field per autoresponder

     

    The Recipient E-mail field was set to Chris Hunt's Email textbox only. If users does not choose Chris Hunt then all the fields related to Chris Hunt will not appear. Thus, this prevents users to fill Chris Hunt's email address field. This will in turn prevent the form emailing the autoresponder.

    That is why I strongly advise to create separate autoresponder for each surveyors and add them to conditionals and you are all set.

    If you need further help, please do not hesitate to ask. Thanks

  • Profile Image

    Answered by andypenn on October 28, 2013 at 07:04 PM

    ok thanks for your instruction I have carried out  what I beleive to be as you advised but still am not receiving the auto response, one area that could be causing the problem could be the notification as the email headings in the list do not display field numbers, if I have them in the wrong order the conditions will be out of sync  a possible reason for the AR not working is there another way to view the notification field so that the fields give up their numbers.

    would you be so kind as look over and  advise

    regs

  • Profile Image
    JotForm Support

    Answered by ardy0689 on October 28, 2013 at 08:19 PM

    Well, after looking carefully your settings, you are doing fine but there are 3 things I think I should note about:

    Note 1: Your email names that you match on your Conditions for different autoresponders are all mixed up unintentionally.

    For instance, let's take Condition 7 as an example:

    Send" AR CH ins" email to {email41}. This means it will send "AR CH ins" autoresponder template to the email filled on email textbox name 41.

    However, this is wrong. To know which email name should be used follow these steps:

    1. Select the "Email Field"

    2. Click the small  Cog/Gear Wheel icon and it will show you a menu

    3. Click "Show Properties"

    As you can see from the properties it is not {email41} but {email36} should be used.

     

    This applies for all of your autoresponder conditions. They are all set to wrong email field names

     

    Note 2:  On all of your "Autoresponder" templates, you have not set your "Sender E-mail". This should be set always to "noreply@jotform.com" or "noreply@formresponse.com" if you are not planning to use your own email address.

    Normally our email addresses will work just fine without any problems as long as you follow the guidelines imposed on this user guide How to setup email alerts to prevent email bouncing related issues.

     

    Note 3: Most of their message body are all mixed up as well. You can see their field names just like the method I discussed earlier by seeing it under "Show Properties"

    If should in case things were send out to your users for some reason they will be confused as a lot of the message body will be blank. So it is important to clean your message body of any mismatches and unrelated field names should be removed.

     

    Let us know if the problem persists after correcting the above Notes. Thanks

  • Profile Image

    Answered by andypenn on October 29, 2013 at 06:40 AM

    thanks for that,  you have furnished me with a the information I have  been looking for but was unable to ask as i did not know what to ask for .

    this form  has been a problem from day one , the reason was (as I found out) an (;amp) deriving from one of the surveyors Carrick & co , for some reason the & was not reconised and resulted in the field not being displayed,

    as I said I found  my own way round this but it included copying fields and pasting , in the end one of your team , kindly went through it and corrected it so it was working,

    I have a delema this form was supposed to be in action 1 week ago , I am affraid that should I go altering fields around then it may stop working and delay me further,

    I have got the forms working but have one additional small issue , the copy AR form that is sent to the originator shows slightly diferent information than one to my registerd address, all the info is there but I also have all the fields on the from  , and one of the surveyors I have a string of 6 time /date fields. this is not so much of a problem,

    but as as you say the fileds are jumbled if I remove fields in the AR it could affect the working of the whole form.

    what would you advise

  • Profile Image
    JotForm Support

    Answered by ardy0689 on October 29, 2013 at 09:21 AM

    Hello,

    "I have got the forms working but have one additional small issue , the copy AR form that is sent to the originator shows slightly diferent information than one to my registerd address, all the info is there but I also have all the fields on the from  , and one of the surveyors I have a string of 6 time /date fields. this is not so much of a problem,"

    The reason is because that in the Notifcation templates you only show just the fields for the specific surveyor. On the other hand, your AR templates are showing the email with all the surveyors details attached on the message body.

    "but as as you say the fileds are jumbled if I remove fields in the AR it could affect the working of the whole form."

    No. you are only changing your email templates both Notification or in this case the Autoresponder templates. Basically you are just changing what data to put on the message body of the email. This does not affect anything on the form, unless you delete or add something on the form itself.

     

    I have cloned your form from your account and made the changes done as discussed from the Notes I posted yesterday. These are all based from Notes 1-3.

     

    You may compare the original form "test form 2" and the cloned one I made to see the changes on the Notifications and Autoresponder templates. All of them are now correctly matched by field names.

     

    This is the complete accurate list of field names that are used on your form:

    Select Action     {selectAction}


    Chris Hunt(instruct)
    {fullName8}
    {address34}
    {phoneNumber35}
    {email36}
    {dearChris}
    {time}

    Chris Hunt (de-employ)
    {fullName9}
    {address39}
    {phoneNumber40}
    {email41}
    {dearChris42}
    {pleaseTick}
    {time43}

    Michael Marriott (instruct)
    {fullName17}
    {address44}
    {phoneNumber45}
    {email46}
    {dearMichael}
    {time48}

    Michael Marriott (de-employ)
    {fullName19}
    {address49}
    {phoneNumber50}
    {email51}
    {dearMichael52}
    {pleaseTick56}
    {time53}

    Carrick  Co (instruct).
    {fullName3}
    {address23}
    {phoneNumber24}
    {email25}
    {dearCarrick}
    {time26}

    Carrick  Co (de-employ).
    {fullName5}
    {address29}
    {phoneNumber30}
    {email31}
    {dearCarrick32}
    {pleaseTick54}
    {time33}

    If you need further help on this, feel free to post on them here on this thread. Thanks