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    Email notifications: Setting up emails to go to several people

    Asked by lansmith on October 28, 2014 at 11:57 AM

    I'm part of a scholarship program and I'm trying to decide whether or not to use JotForm for our application process. I'm confident that JotForm can handle our straightforward application form, but there's one special functionality I'm searching for. I'm reaching out to the JotForm support team to see whether or not JotForm can support me with this. 

    In the JotForm form would be a field for the applicant to enter the names and e-mail addresses of two people to provide recommendations (i.e. "recommenders"). Ideally, once the JotForm form is submitted, those recommenders receive a separate e-mail as a notification/request for a recommendation. Is there a way to set this up within JotForm and/or by taking advantage of integrations?

     

    Additionally, is there a way for the recommender to then upload his/her recommendation letter, so that the letter becomes a part of the applicant's original JotForm application form?
    JotForm application form jotform application integrations
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    Answered by Ben on October 28, 2014 at 02:05 PM

    Hi,

    I have moved your other question to a new thread that you can see here: http://www.jotform.com/answers/450561

    I have done this so that we can better assist you with each section separately and avoid any confusions.

    In the JotForm form would be a field for the applicant to enter the names and e-mail addresses of two people to provide recommendations (i.e. "recommenders"). Ideally, once the JotForm form is submitted, those recommenders receive a separate e-mail as a notification/request for a recommendation. Is there a way to set this up within JotForm and/or by taking advantage of integrations?

    Yes, you can set email notifiers to be sent to the specified email addresses if the email address field is filled up.

    You would do this by setting up the email notifier template and then use conditions to help you 'spread the word' to the right email addresses.

    Or you could add them to the email notifiers list by adding the field names into the send to field like so {emailField1}, {emailField2}

    The {emailField1} would need to have the actual email field name and we can help you get it once you set up the jotform if you have any trouble following this guide: How to find Field IDs & Names

    I would personally use the conditions as it would allow you to create nice template for each person or use the same template for both.

    In either case you can edit the email notifier to hold just the required info that the 'recommenders' and all the info for yourself.

    I would suggest taking a look at these guides as well as they will help you to set it all up:

    Setting Up Email Notifications

    Creating a Form Autoresponder

    Do let us know if you have any questions.

    Best Regards,
    Ben

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    Answered by lansmith on October 28, 2014 at 08:14 PM

    Thanks Ben. You've given me a lot of info about being able to send email notifications to the recommenders. Sounds good.

    But I'm still not sure whether JotForm can allow recommenders to then upload a letter to the original application without seeing other application information. Or would recommenders upload to a separate form, and then that form passes the letter on to the original application?

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    JotForm Support

    Answered by Charlie on October 28, 2014 at 09:02 PM

    Hi,

    I'm glad that my colleague's input gave you a lot of ideas for your workflow process.

    About the upload files, I believe you will need to refer to a separate link that my colleague made, this is the one: http://www.jotform.com/answers/450561 

    I'm also looking for ways to how to setup your email notifications based from the application process you have, and probably I'll try to recommend a workaround if it works in my end.

    Thank you.