There is the ability in form creator to send an email to a nominated email address when the form is submitted. This email address can be specified in the "Send submitted data to an email address" field. The email will be sent regardless of what information is entered by the user when submitting the form.
There is also the ability to route emails when a form is submitted to various email addresses, depending on the user's answers to a question(s). There are 2 types of email routing in Form Creator:
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Simple routing
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Advanced routing
Simple Routing
Simple routing works with 1 form field only. You can route emails to various email address(es) depending on the user's answer to a particular question on the form. This applies only to a listbox, checkbox list, radio button list or dropdown listbox.
So, lets say you have a dropdown listbox that asks the question "Which department do you work for?". The values in the dropdown are as follows:
You can define a separate email address for each of the departments in the dropdown by entering the email addresses in the email routing box when editing the field. eg:
So, in the above example if a user selects the IT department then the form creator email will be routed to it@yourcompany.com.au, whereas if the user selects the marketing department then the email will be routed to marketing@yourcompany.com.au
In addition, you can specify multiple email addresses for each department by separating each email address by a semi-colon (;) eg:
Advanced Routing
Advanced routing works with combinations of fields on the form. You can route emails to various email address(es) depending on the user's answers to a number of questions on the form. This applies only to dropdown listboxes.
To set up the rules for advanced routing you need to select the combination of answers, enter the email address and click the plus button in the "Advanced Email Routing Combinations" section of form creator. Note that the combinations will only display for selection if you have added a dropdown listbox to the form. So, using the same form as above for the Simple Routing example, lets say you add a dropdown list for State which has the values:
In the advanced email routing section you will be able to set up routing rules which specify that Marketing for NSW must go to marketingnsw@yourcompany.com.au, but Marketing for VIC must go to marketingvic@yourcompany.com.au etc. Again you can specify multiple email addresses for each department by separating each email address by a semi-colon (;)
Additional notes:
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You can combine Simple and Advanced Routing. This means that you can specify simple routing for a field as well as use it in an advanced routing combination. In that case multiple emails will be sent if the user selects that value ie. the email for the simple rule as well as the email for the advanced routing rule (if it meets the criteria).
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You can also set up a cc email address by adding an email box to the form and checking the "cc on submitted data email". An example of this would be to add a field to the form called "Your Email Address" and if you check the cc field for this feld then the email address entered when the form is submitted will also receive a copy of the email.
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You can exclude certain fields from the email if they are sensitive and are going to multiple recipients.
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If the form is in workflow then the emails will only be sent once the form is approved
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You can specify the subject of the email as well as the article to use as the template for the email. If you want the fields entered on the form to be included in the email then you need to use the
<~~FormAnswers~~>
tag to specify where you want the answers inserted.