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    MyIDEAS : Reminder to check email notification if form changes

    Asked by CscProvidence on May 05, 2016 at 12:08 PM

    Just had a situation where a field added to a form was not carried forward in the emails.  I had added a key field missed in earlier iteration of my form. The emails already defined, both notification and autoresponder, were left unchanged by JotForm.  Not a bad thing.

     

    However, it would be really nice if JotForm could give a warning/reminder to check any defined emails (notification and autoresponder) when a form has elements modified, added or deleted.

     

    JotForm can detect unsaved changes as it pops a warning if we try to exit the screen without saving those changes. There should be a way for JotForm to remind us of checking emails - even if just marking the email icon with an '!' (presuming it would be always visible).

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    JotForm Support

    Answered by EltonCris on May 05, 2016 at 12:28 PM

    For as long as you will not delete the table on the email template, any changes on your form fields will be automatically synced. e.g. when you add a new field to your form, it will be automatically added to the email template.

    However, when you customize your email template especially when you remove the table or make changes to it, JotForm thinks that you prefer to have your own custom email format. On this case, Jotform will not be able to deliver the updates on the email template because of your email template preferences. With that, you have to manually update your customized email notification.

    My suggestion would be to always add a clean/not customized email notification in your form so whenever you make changes to your form, the clean notification remains updated.

    Thanks!

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    Answered by CscProvidence on May 05, 2016 at 01:57 PM

    sorry to say, that was not the case ... nor was it as drastic as I had mentioned earlier.  

    On two forms where I added fields NONE where sync'ed to the notification and some where sync'ed to the autoresponder. In both cases, I had very minor changes to the default table created in them. So I had to verify both, after someone complained the email received was incomplete.

    I will keep an eye on this to better describe the situation for you to work with.

    The problem with the suggestion of keeping a "clean" (untouched) version of the emails is it will still not update the customized emails.  Thus the need for a warning of some sort to remind us to check those customized emails.

    In a form I managed to have just one notification and autoresponder using the conditional logic to change the recipients' emails addresses depending on values entered in the form. Which is working great.  

    For some reason, early on, I was told to always do this for the one of the two types of email (forget which at this very moment), otherwise the email would not go out ... was it to multiple recipients (?) So now I always include the condition to each form I create.

    The list of things to check is slowly growing.  It would be nice to at least get a reminder to pop up ... Maybe making it a setting for those who don't want the reminders ...  

    My memory is not what it used to be a few years ago, or was that a few months ago ... I forget.  ;))

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    Answered by Huberson on May 05, 2016 at 03:23 PM

    Basically you do not have to memorize anything when you modify your form, If you create a notification and leave it as it is, new field added to the form automatically update in your notification. But if you modify the notification, the system will not overwrite your changes as my colleague previously mentioned. 

    Since user do not add a new field to their forms every time they open their account, it would be a waist of time and resources to create a new feature(notification) just to let them know << Hey, if you have modified the notification, remember to update it since you just add a new field>>. This would be boring even for you, because on every field added you will get this popup.   

    A good practice is to always test before sending your forms out to the users, otherwise you will always face different kind of complaint from them.

     

    In a form I managed to have just one notification and autoresponder using the conditional logic to change the recipients' emails...

    As far as I know Autoresponder recipient cannot be modified with conditionals email, since the recipient can only be from an email field in the form. Note that the main use of Autoresponder is to send a response to anyone filling the form with their email.

    If you have several people that should be notified when form is submitted, see the following guide for adding multiple recipients - Send-Notifications-to-Multiple-Recipients.

    Using conditions in forms it's like 'If-else' block in programming - when you set a condition to send an email to Jhon when A is checked, you also need condition that verify when A is not checked, otherwise the email will only be sent if the first condition is met. 

    Smart-Forms-Using-Conditional-Logic

     

    Please let us know if you have any other issues.

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    Answered by CscProvidence on May 06, 2016 at 03:24 PM

    You are forgetting about non-english users of JotForm.  The default emails are English oriented.  As such, there is at least some minimal adjustements to be made to the default emails.  In few trials I noticed some emails were indeed updated, while others weren't.

    Furthermore, with forms with a payment aspect, we want to generate an official looking receipt, not just a table of the data.  So the email is substantialy changed.

    Not to forget a few tiny details.  Like why is the form title done through a parameter in the table ??  It's done for the email's subject.  So that's a change to the content of the table ...

     

    What you misunderstood (or I didn't explain clearly enough) is not to have the warning every time 1 changes a field BUT to have the reminder when exiting the form editing mode.  There would be only one warning : you modified/added/deleted one or more fields, if you have emails you might need to update them to reflect these changes.  Similar to when you try to leave the page without saving, the warning pops up asking if we really want to leave without saving.

     

    In the example mentioned in my earlier post, I had designed a form.  It was approved and added to our web site.  A few submissions where received.  It was then decided to expand this form to use as a replacement to several very similar forms, make one on line form instead of 3+ paper forms. Few fields were added along with the needed conditions to have a self adjusting form.  It works fantastic (JotForm is really powerful!)  However, I didn't think of checking the emails (doh!)  The added fields are missing from the emails.  The warning would of avoided this mistake.

     

    The link given to Send-Notifications-to-Multiple-Recipients as a further link for sending BCC.  But it's private and I'm locked out of what would be interesting to know !  Part of the issue expressed more than once in the past ...

     

    In passing, I already figured out the part about sending to different recipients depending on data.  It's yet an other powerful feature of JotForm.  That's why I would like to see a few more ... make Jotform the go to web form system !

     

    As for the Autresponder, it lacks the easy check mark to add the PDF.  Workaround is to add the link to  content of the message WHICH, again, changes the content of the email and possibly get in the way of the auto update when fields are modified, added or deleted from a form.  Back to top of this thread, eh ?

     

    Thus, it would be real nice to get ONE warning when leaving the form edition screen to remind the creator to check the emails if fields are modified.

     

    One workaround can break an other, eh ?  Which is why it's better to avoid work aorunds and get a real solution going sooner than later.

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    Answered by Huberson on May 06, 2016 at 03:44 PM

    Well, thank you for sharing with us all your 'MyIDEAS'! It is really a good thing to have the user view to better improve the service.

     

    Thank you!