Inform the owner who has received the auto-responder once it's sent.

  • Profile Image
    kramyad
    Asked on June 25, 2021 at 04:30 AM

    Many thanks to everyone in support who have helped me so far with this tricky form. I would just like to do a (final) check that I have it working correctly.

    1) Could you please confirm that I have set up my email auto-responders to go out:

    Right away

    1 day later

    3 days later

    6 days later

    10 days later

    14 days later

    18 days later

    22 days later

    26 days later

    28 days later and...

    30 days later

    2) Could you please confirm that these e-mails are set up to go out in that sequence from what-ever date the user fills in the form? (As submission will come in over time and the emails need to follow the pattern according to the date the form was completed)

    3) Could you also please confirm that I have set up the last email to the user who fills in the form (at 30days after the form first filled in) triggers an email to mark.day@eazi-apps.com and bossyourmorning@gmail.com so that we know when each person has received their final (30 days later) email. This is the bit I am least sure of at the moment.

    Many, many thanks

    Mark

  • Profile Image
    Sam_G
    Answered on June 25, 2021 at 08:33 AM

    Hello Kramyad,

    1. The setup for the autoresponders to go out is perfect.
    2. That is correct, after the user submits the form, it will trigger the autoresponder based on the delay that it was setup.
    3. You would need to create another autoresponder.

    First, add another email field to your form.

    Once added, kindly add Mark and Bossyourmorning email addresses.

    1624624298_60d5ccaa38b64_

    Then you may create another autoresponder with the same settings like the 30 days, only this time, you would be using the email address that was newly created.

    1624624397_60d5cd0d18933_

    I hope this helps.

    Let us know if you need further assistance.


  • Profile Image
    kramyad
    Answered on June 25, 2021 at 09:01 AM

    Thanks for checking this over Sam.

    I have now added the email field, added the 2 emails to it and hidden it.

    I have set up an autoresponder 11 linked to email 1

    I think I have done it correctly - if you could confirm that would be great.

    Also is there a way we would know who it was who had received their last email in the series of 10?

    Would this be included in this part of the email?

    1624626056_60d5d388c7a25_


  • Profile Image
    Lorenz_A
    Answered on June 25, 2021 at 10:19 AM

    Greetings,

    I think I have done it correctly - if you could confirm that would be great.

    Correct, I checked your AUTORESPONDER 11, and it is correctly configured based on your requirement.

    Also is there a way we would know who it was who had received their last email in the series of 10?

    I'm quite not sure what you mean, can you please elaborate?

    We will wait for your response.

  • Profile Image
    kramyad
    Answered on June 25, 2021 at 10:32 AM

    Thanks Lorenz,

    When we get this autoresponder 11 will it tell us which of our VIP members has received their final (10th email)

    We want to know when a VIP member is sent the 10th email so we can reach out and see if they want to be added to further email communications - so this autoresponder 11 needs to tell us which member has just got the last email.

    I wondered if this information would be contained within the form that comes attached to the email and goes to mark.day@eazi-apps.com and bossyourmorning@gmail.com

    Hope this is clearer

    Thanks in advance

  • Profile Image
    ashwin_d
    Answered on June 25, 2021 at 01:42 PM

    Please note that when the form is submitted, all auto-responder emails with "Send Emails Later" will be triggered immediately and will be scheduled to be sent on a specified date. All emails are triggered independently, and it is not possible to include the status of the previous email in the next one.

    Will it be okay if a copy of the 10th email is sent to you as well, when it sent to the customer? I believe triggering the 10th email through condition and adding your own email address will solve this, but it will be activated only for the new submissions.

    Please confirm if this workaround fits into your requirement, and we will try to help you with the steps.

    We will wait for your response.

  • Profile Image
    kramyad
    Answered on June 25, 2021 at 02:29 PM

    Hi Ashwin - thanks for getting back to me.

    With this email all we would like is for myself and my client (bossyourmorning@gmail.com) to be notified (by email) when the VIP member has been sent their final (10th) email. We also need to know who the member is who has been sent their final email so we can contact them afterwards.

    There seems to be a few different bits of advice on how to do this in this thread - as long as it does what it needs to do and gives us the information we need I don't mind how it works.

    On day 30 of the series of (10) autoresponder emails on this from the VIP member (let's call her Louise) gets a final 'You have had 30 days of being a member - hope you like it enough to continue...' email - it is at that point (on day 30) that we would like a notification to tell us that Louise was sent her 10th email so we can follow up with her.

    Hoping this makes better sense.

    Thanks again

    Mark

  • Profile Image
    Lorenz_A
    Answered on June 25, 2021 at 08:50 PM

    You can set an Autoresponder email that points to your email address, which I think is the purpose of your Autoresponder 11, right?

    You asked earlier "When we get this autoresponder 11 will it tell us which of our VIP members has received their final (10th email)".

    If you receive the Autoresponder 11, it will simply be sent to your email, the same time the VIP member who fills out the form will also receive their final 10th email.

    You can change the email content of your Autoresponder11, wherein it'll tell you that the person who filled out your form has received their 10th email since the Autoresponder11 and 10 are set to trigger at the same time(on day 30).



  • Profile Image
    kramyad
    Answered on June 26, 2021 at 04:58 AM

    Hi Lorenz - thanks for getting back to me

    You can change the email content of your Autoresponder11, wherein it'll tell you that the person who filled out your form has received their 10th email since the Autoresponder11 and 10 are set to trigger at the same time(on day 30).

    This seems like what we need - just a 'blank' autoresponder without knowing who is getting their 10th email is not useful.

    Since VIP members will be signing up a various times we need to know who exactly has just been sent their 10th and final email.

    How can we set this up?

    TIA

    Mark

  • Profile Image
    Yau_C
    Answered on June 26, 2021 at 08:04 AM

    Hi,

    Strictly speaking, I don't think that's possible.

    In essence, it comes down to trust, because even if there is such a mechanism available, you still cannot rule out the possibility that such mechanism is sending you a false notification, in other words, even if there is such a mechanism, you still cannot 100% trust it as much as you distrust the current auto-responder.

    With our current auto-responder, you can safely assume, in theory, that the auto-responder has carried out your biddings to send out the email on the 30th day after the initial submission, but you think there is room for doubt, perhaps somehow it may not send due to potential bug.

    Likewise, even if we do offer you a new system to inform you of who has received the message on the 30th day, you still cannot be 100% sure it's accurate.

    But I can escalate this as a new feature request for our backend team to consider, and hopefully they are willing to implement it in the coming release.

  • Profile Image
    kramyad
    Answered on June 26, 2021 at 04:06 PM

    Hi Yau - thanks for your response, but I think you may mis-understand what I am looking for or I am not explaining it clearly enough.

    I am also a little confused as previous responses say it can be done - but give me contradictory answers.

    This is nothing to do with trust tbh. Neither is it about who has received the last email - it is who was sent it by the system.

    Let's say Linda submits her VIP membership form on 30th June and Pete submits his on 15th July.

    Their applications via the jotform with both trigger a series of 10 emails on the days I have set up (and Sam.G above have told me are correctly set-up)

    However they will get their 10th email on different days (according to when they first submitted their form)

    To help make the system a little more automated (and so we can be reminded to follow up with each member after their 10th email) we are looking for a reminder to go to myself (mark.day@eazi-apps.com) and my client (bossyourmorning@gmail.com) whenever the 10th email is sent (not received).

    Therefore an email will come to us 30 days after Linda submitted her form that let's us know (in any form) that Linda has just been sent her final (10th) email in the cycle.

    Likewise the same will happen when Pete is sent his 10th and final email - so we know Pete has been sent all the autoresponders...

    and so on with other members as they join and go through the 10 email cycle.

    The important part (if this can be done) is that we get a email/notification that can tell us who was just sent their 10th and final email.

    Hope this example helps explain a little more - as it isn't about trust - it is trying to add an automatic trigger to what we already have, that reminds us to take the next action ourselves.

    Many Thanks - please let me know if you need any more information.

    Mark


  • Profile Image
    Vanessa_T
    Answered on June 27, 2021 at 02:38 AM

    Allow me to address the following concerns:

    1. Get notified when the customer is sent the 10th email vs get notified on the 30th day
    2. On the email you receive on the 30th day, you should know which user was also sent the 30th day email.

    Answers:

    1) Please note that it is not possible to count the number of emails that was already sent to users. As such, technically, we cannot tell the email - please check if the 10th email was already sent to the user.

    However, it is possible to send an email based on the number of days. After 2 days, 15days, etc, or in your case after 30days.

    As per checking, you have already properly set your autoresponder emails to be sent according to the number of days, so you should be good to go. You will receive an email 30days after the form was submitted.

    Same with the user, they will also be sent a series of emails based on the settings you have in your autoresponder emails.

    Assuming everything went smoothly, there is no glitch in the system, then technically, the user will receive 10 emails since you have set 10 emails to be sent to them and just like you, they will also be sent an email after 30days.

    2) Please note that by default, autoresponder emails will contain the submitted data.

    This seems like what we need - just a 'blank' autoresponder without knowing who is getting their 10th email is not useful.

    I am uncertain how were you able to come up with the thought that you will be sent a blank email.

    Checking on your Autoresponder 11, I can see that you have kept the default content aside from the logo.

    1624775819_60d81c8b6502d_04590.jpg

    With that, then you will get an email 30days after that specific user submitted the form containing all the data they have entered in the form and that includes their name.

    So when you receive the email, if you see "Louise" in the name section, then that means, it is 30 days after "Louise" has submitted this form.

    You can also rename the Email Subject to "30th day notification email" to differentiate the an initial submission vs the 30th day notice.

    How-to-Edit-the-Email-Template-for-Notifications-and-Autoresponders

  • Profile Image
    kramyad
    Answered on June 27, 2021 at 05:46 AM

    Thanks Vanessa for this Vanessa,

    Can I just check that I have set this up so that this 11th email will only be sent to mark.day@eazi-apps.com and bossyourmorning@gmail.com? as we don't want this 11th email to go to the person who submitted their form, such as Louise - it is solely a reminder for us that someone has gone thru the 10 email sequence on day 30.

    Thanks again

    Mark

  • Profile Image
    ashwin_d
    Answered on June 27, 2021 at 07:04 AM

    I did review your form #211743552121344, and you seem to have added notification email alert, which will be sending submission email after every submission. The auto-responder email #11 will be triggered and sent to the user who submitted the form.

    Since you do not want email #11 to be sent to the user who submitted the form, but you want it to be sent to your own email address, you need to just add a condition in the form to trigger email #11 and send it to your own email addresses mark.day@eazi-apps.com, bossyourmorning@gmail.com. Please check the screenshot below:

    1624791738_60d85aba353cb_conditionalEmai

    Please take a look at the following cloned form, where I have added the condition to trigger email #11: https://form.jotform.com/211773074572962

    Feel free to clone this form in your account for a closer look at the condition. The following guide should help you in form cloning: https://www.jotform.com/help/42-how-to-clone-an-existing-form-from-a-url

    Do get back to us if you want us to make this changes in your form, and we will do the needful.

    We will wait for your response.

  • Profile Image
    kramyad
    Answered on June 27, 2021 at 08:53 AM

    Thanks for this Ashwin, it seems great.

    Can you please confirm that with this conditional added, we (mark.day@eazi-apps.com & bossyourmorning@gmail.com) will be sent 'email 11' on day '30' with the form name etc of who filled in the form originally 30 days ago as in the email content below? (snapshot taken from autoresponder 11)

    We are hoping it would do the same for everyone who fills in the form according to when they first filled it in - so on day 30 of their personal communication cycle of the 10 emails - we get a reminder

    Many thanks

    1624798204_60d873fc070df_


  • Profile Image
    ashwin_d
    Answered on June 27, 2021 at 01:12 PM

    Yes, that is correct. When this condition is added in your form, email #11 will be sent to mark.day@eazi-apps.com & bossyourmorning@gmail.com email address after 30 days. This email will include the details of the user who submitted the form.

    This will only work for the new submissions you receive in form, and not for the existing submissions you have already received. Please go ahead and add this condition in your form.

    Hope this helps.

    Do get back to us if you have any questions.