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    How can I send an email to a specific dept based on a selected input?

    Asked by Dsarner43 on September 26, 2016 at 04:00 PM

    I work for a digital marketing agency, with an onboard form that utilizes 7 products (SEO, PPC, Webdev, Social Media, etc.)

     

    I have set up this form so that you can select up to the 7 products as you need and submit the form.  

     

    My big question is, can we have the form send the product specific sections to different internal product departments? or is this something I need to ask our CRM host?

     

    I have included the from sample, when you get to campaign element field you will see all of our products.  As you click on the product the respective product form will appear below it.  So if we have multiple products selected, we are trying to have each product form send to different departments within the company.

     

    Any information you could provide would be awesome.

    Page URL:
    https://form.jotform.com/62144426471149

    sections product product form SEO crm
  • Profile Image
    JotForm Support

    Answered by Jim_R on September 26, 2016 at 06:18 PM

    If what you're aiming to do is to send email notifications to specific departments within your company, based on the selected "Campaign Element(s)" on your form, then that can be achieved by setting up Multiple Email Notifications and a corresponding Change Email Recipient Condition.

    We have a short but very detailed guide on how to do this here: How-to-Send-Email-Based-on-User-s-Answer

    Give it a spin and let us know if you stumble upon any issue along the way so we can help.

  • Profile Image

    Answered by Dsarner43 on September 27, 2016 at 01:46 PM
    Hi Thank you so much for the response it was a huge help. It solved my
    first problem but then another arose. I am finding that when I set up the
    emails to send to individuals in specific departments, each department is
    getting the onboard info they need, however other product departments are
    also getting essentially blank email notifications, when I need them to not
    receive it.
    I know this is because the first part of our form is standard for all
    products (for example station name campaign name, AE email, etc.) which are
    selected before choosing the products. Then products are selected in the
    campaign elements field, causing a dropdown extension for each product
    selected below the campaign elements field to be filled.
    This information is important for all products so I dont want to exclude
    them from the conditions on the email tab, but I know this is why other
    departments are receiving emails not pertaining to their products.
    So it is set up that if say a client selects SEO and Reputation Management,
    I will get the reputation management info and my coworker in SEO will
    receive the SEO portion of the form, but then our other departments
    (Audience Targeting, Social Media, PPC, etc.) are receiving a blank email
    notification, that only shows the standard information before the campaign
    elements field (because those fields are in each email notification setup.)
    Is there a way to utilize negative logic to exclude departments from
    getting notifications if their product is not selected based on how our
    form is setup?
    ...
  • Profile Image
    JotForm Support

    Answered by Jim_R on September 27, 2016 at 03:12 PM

    To answer your question, sadly, there's no way to achieve that. When you setup a condition to send an email based on input, it will do just that. Meaning, it will just send the respective notification you have setup on the condition.

    The IF > THEN logic on the condition for sending emails only have 1 option for the THEN part, and that is to send it to the desired email.

    It's worth noting though that there's an option on the Email Wizard to hide empty fields so they won't be visible in received emails.

    Just click the EMAILS menu at the top of your FORM BUILDER > ADVANCED > set HIDE EMPTY FIELDS to YES > then SAVE

    (Do this on all the Email Notifications you have setup for each department).

    This way, the other departments that were not picked from your Campaign Elements won't see emails with blank/empty fields.