FORM NOTIFICATION

After the form has been submitted, FormCan will send an email notification. If you don’t set anything up, FormCan will send an email to your team members by default, you can customise this notification email through the notification settings on this form.

Email FROM Address

By default, the sender’s email address is [email protected]. You can set your own email address as the email sender address. After entering your email, you need to follow a verification process to validate your email. Please note that this feature is available only for non-free PlatoForm plans.

Email TO Address

It has three ways to set up recipients, and you can use any or all of them.

• Send to a list of email addresses. These emails do not require a FormCan account registration.
• You can select some fields in the form. If a valid email address is entered in the field, a notification will be sent to that email address.
• Send to your team members who have permission to view this form submission. You can change this list in form permissions settings. By default, the submission viewers are all members of your team.

Email BODY and SUBJECT

The email body and subject can be fully customised. It is even possible to provide different subjects and bodies for external emails (fixed mailing lists or form fill email fields) and internal emails (your team members). This is very useful if you want to present different content to your customers (external emails) and your workmate (internal emails).

The email body content can have formatted text. It has a rich text editor where you can easily add styles or links, upload images, and add variables. It also has an advanced mode where you can type HTML tags and quote variables directly.

Use variables in email body and subject

In addition to fixed email content, you can use variables to reference dynamic values such as text in form fill content, shared links to the files uploaded by the form, or even tell you whether this email should be attached to generated CSV formatted form data.

In rich edit mode, you can add variable via that Search variables input box in the toolbar. When switching to advanced mode, you can use the format {{variable_name}} to reference variables. The next paragraph describes all the variables that can be used. For better explanation, only the advanced mode is described here. For the rich text editor, the variable names are the same, but {{ }} will be replaced by a read-only label text with a background color.

Form Submission Data Variables

Form submission data can be used when creating custom email subject and body. For example, the form below has a “First Name” field, and in the form editor, you get its field ID, which is “2” here. In the content of the email, it can be referenced by {{data.fid2}}. That is, the reference format is {{data.fidXX}}, with the field ID instead of “XX”.

Information Variables

In addition to the data in the form, you can also add these variables in the body or subject of your custom email.

• {{shared_editor_link}}: A link to edit this submission. With this link, the user can edit and resubmit this submission. A new submission version will be created after the resubmission.
• {{shared_attachment_link}}: Links to download form attachment(s) if your form has the file upload fields.
• {{attach_pdf_file}}: This variable is used to indicate the email to attach the created PDF file(s).
• {{attach_csv_data}}: This variable is used to indicate the email to attach the submission data in CSV format.
• {{form_name}}: The form name.
• {{reference_code}}: Submission Reference Code. You can use this code to search in submission page.
• {{revision}}: The submission revision. A new submission revision is 1. If this submission is edited and submitted again, the revision will increase.
• {{form_id}}: The form unique ID.
• {{submission_id}}: The submission unique ID.
• {{attach_sign_cert_pdf}}: This variable is used to indicate the email to attach the signature certificate PDF.
• {{sign_cert_checksum}}: Signature certificate SHA256 checksum will be insert here.

By default, the variable {{shared_attachment_link}} includes all files. However, you can also specify specific files to share the link or attach in the email.

• {{shared_attachment_link}}: If the form has multiple file upload fields, you can append the field ID to assign this link only to the files uploaded via the specified field. For example, {{shared_attachment_link.fid4}} is the link(s) to file(s) uploaded via field #4.

• If you want to display {{revision}} only for re-edited submission where the revision is greater than 1, use the following {% if %}...{% endif %} logic:

  {%if revision > 1 %} Revision {{revision}} {% endif %}
  

Workflow Variables

If this form is a step in the workflow. These variables are available:

• {{is_workflow}}: A flag to determine if this submission is a workflow step.
• {{workflow_name}}: Workflow name
• {{step_ordinal_index}}: Workflow step ordinal index
• {{next_step_link}}: Next step workflow link if it has next step, otherwise, empty.

For example, you could use {% if %}...{% else %}...{% endif %} to display information based on whether the submission is in the workflow or not.

{% if is_workflow %}
    This submission is the {{step_ordinal_index}} step of the workflow {{workflow_name}}.
    {% if next_step_link %}
        You can continue the next step of this workflow by clicking this link: {{next_step_link}}
    {% else %}
        This is the final step in this workflow. No further action is required.
    {% endif %}
{% endif %}

Cross-referencing variables for workflow steps

In the body or subject of an email, you can use “stepN.” to reference the previous step variables. Here, “N” refers to the index of steps starting from 1. For example, a workflow has 3 steps. In the third step, you can use {{step1.data.fid3}} to reference the value of the field fid3 in the first step. In addition to the form value {{stepN.data.fidXX}}, any variable can use this “stepN.” format, e.g. {{step2.shared_attachment_link}} is the files uploaded in the form in step 2; {{step2.next_step_link}} is the next link in step 2 that will open the blank form for step 3, etc.