Prevent emails when the submission is edited

  • Profile Image
    CANLocal
    Asked on November 26, 2021 at 09:05 AM

    Hi,

    I have a complex form which is used by multiple people and within the form here is a drop down to select a status. There is also a second drop down to select a status for our finance department. When finance select a particular status it fires off an email based on a condition if status = X then send email to specified email address.

    But when the form is edited and re-submitted it re-sends the finance email. Is there a way that the finance email can only be sent once ?


    Hope this makes sense


    Mark

    1637935487_61a0e97f85a83_

  • Profile Image
    Billy_G
    Answered on November 26, 2021 at 09:15 AM

    Hello,

    I hope you're doing well and thanks for reaching out.

    To prevent an email from being sent when the submission is edited, you need to disable 'Send email on form edited' in the email notification/autoresponder settings under the Advanced tab. Please refer to the screenshot below:

    1637936036_61a0eba4cba23_

    Let us know if you need further assistance.

    Best regards,

  • Profile Image
    CANLocal
    Answered on November 26, 2021 at 09:20 AM

    Sorry I should have said, usually the form is edited by finance and then submitted so their conditioned email usually sends after an edit.

    The usual process is:

    Form completed and submitted

    Finance edit the form select their status and then submit

    operations change the main status of the form and re-submit


    So the for is edited a few times by different people at different times.
    Complicated process I know but it works well for us apart from this one email issue

  • Profile Image
    Cecile_A
    Answered on November 26, 2021 at 09:34 AM

    Thank you for your response.

    I did some tests but I can't seem to find a workaround to achieve your requirement. Please confirm if you want us to forward this a feature request.

    Looking forward to your reply.

  • Profile Image
    CANLocal
    Answered on November 26, 2021 at 09:37 AM

    Hi, Yes if yo could, there just needs to be a option in the email condition whereby it will only send once if 'once is selected. That should be sufficient,


    Mark

  • Profile Image
    ashwin_d
    Answered on November 26, 2021 at 09:55 AM

    I have understood your requirement correctly. This is not a feature, but you need a conditional workaround to achieve your requirement. I have a few questions regarding your form flow and accordingly I will see if I can come up with a workaround solution.

    When the form is submitted initially, what will be the status dropdown field value?

    When the form is submitted by finance, do they change the value of same status field or there is one another status field for finance? What will be the value of both the status fields?

    What value the operations select in the status field when they edit the submission?

    Please let us know which email you want to send when the form is submitted initially, then by finance and operations.

    We will wait for your response.

  • Profile Image
    CANLocal
    Answered on November 26, 2021 at 10:06 AM

    There are two status drop downs

    Form status which is the main status and there are 5 possible statuses.

    There is a sub status drop down for a finance process of which there are 3 possible statuses.

    The sub status for finance defaults to outstanding. When the status is changed to PAID an email is sent to our customer.

    If after that sub status has changed to paid and the form submitted (email sent) the form is edited and then re-submitted then the email triggered by the paid status is sent again.


    Does that help?

  • Profile Image
    Dragana_R
    Answered on November 26, 2021 at 10:19 AM

    Hello, Mark!

    We've been investigating further, and we'll get back to you as soon as we collect all the necessary information.

    Thank you for your patience and collaboration.