How to Email Different PDF Document Templates Based on Users’ Answers

October 11, 2022

Let’s say you are creating an events registration form with multiple sign-up dates or other options, and you would like to email the form respondents specific submission PDFs based on their choices.

Luckily with our new PDF Editor, you can automatically turn form submissions into styled PDFs. Moreover, you can add multiple PDF document templates to a single form and then email them based on a form conditional logic. For example, it could be PDFs with different location information, various PDF contracts, PDFs with limited data emailed to different departments, and more.

To illustrate this, we will use a form with a Select Event question. We’ll use this question to send the email with different PDF attachments.

jotform-form-with-event-selector

Adding New PDF Documents to a Form

The first task you should do is to add the PDF documents based on the number of events you have. You have to access the PDF Editor to add new PDF documents. Here’s how:

  1. While in the Form Builder, click the App Selector (arrow icon) beside the Jotform logo.
  2. Click the PDF Editor from the options.
jotform-form-builder-app-selector-pdf-editor
  1. In the PDF Editor, click the +New PDF button.
  2. Choose New PDF Document to create a new PDF document that is attachable to your form emails.
jotform-pdf-editor-add-new-pdf-document

Just do the same step for adding new documents. If you have Four (4) events, add the same number of documents. You can add your custom content and style the PDF templates. We also recommend renaming each PDF document based on the event’s name.

Adding and Setting up the Autoresponder Emails

The next part would be to add and set up autoresponder emails with different PDF attachment settings. Here’s how you can do that:

  1. In the Form Builder, click the Settings tab.
  2. Click the Emails on the left panel.
  3. Click the Add an Email button to add a new template, and choose the Autoresponder Email from the options. If your form has an existing autoresponder email, click it to edit and set up your attachment.
jotform-edit-autoresponder-email
  1. Go to the Advanced tab of your autoresponder email.
  2. Next, toggle the PDF Attachment option to enable it.
  3. Select your PDF document from the list. Here’s an example with the first autoresponder email:
jotform-autoresponder-email-enable-pdf-attachment

Repeat the same steps to create an autoresponder email for the other PDFs.

Setting up the Conditional Logic To Send Each of the Autoresponder Email

The last part is to add the conditional logic to conditionally send each autoresponder email to the user based on the chosen event in the form.

  1. Still, in the Form Builder, click the Settings tab.
  2. Go to the Conditions on the left.
  3. Choose Change Email Recipient from the options.
jotform-conditional-logic-change-email-recipient-pdf
  1. Set up your conditional logic to send the email based on the chosen event. Of course, ensure that the condition matches the email template — for example, the 1st autoresponder email for the 1st event.
jotform-condition-send-email-event-based

Note:

If you have multiple email address fields, the conditional logic will fetch the unique name of the first email field. If you intend to send the autoresponder email to a different email field, please ensure to have the correct unique name in the condition. To get the Unique Name, please visit: How to Find Field IDs and Unique Names.

Repeat the same setup for the other events. You should have similar settings as shown in the image below:

jotform-conditional-logic-change-email-recipient-with-pdf-all-conditions

When you go back to the form emails, you’ll also see that each autoresponder email now has an icon that indicates you have it sent conditionally.

jotform-autoresponder-emails-with-conditions-attached
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