You can use notifications to send a notice, reminder or confirmation emails to different stakeholders on a matter. Here's how:
1. Double-click Notification plugin
You will see this popup that allows you to indicate your recipient's email address, your email subject and email body.
2. Indicate recipient email address
As you can see, there are 2 fields for you to enter the recipient's email address. You can fill in either one or both of them.
The "To email addresses" field allows you to type in a specific email address.
Alternatively, you can fill in the "And send to email value from field" with:
[submitter email] — Usually applies to employees in your organisation. Submitter email is the email that your employees use for their Forma account.
Email [email] — Usually applies to external individuals e.g. customers. [email] refers to the email address that form submitters indicated in the email form field. In other words, the [email] option will only appear if you included the email form field in your form as follows:
Tip A: Which field should I enter email address into?
If you want to be notified every time an individual submits a form, enter your email address in "To email addresses".
If you want to notify the form submitter about his/her submission, we recommend that you leave "To email addresses" blank and fill in "And send to email value from field" instead.
Tip B: Should I use Submitter Email or Email as the recipient email address?
Use Submitter Email if this process is meant for internal employees
Use Email if this process is meant for external users (e.g. customers, clients).
3. Craft your email content
Fill in the subject under the Email Subject field.
The Email Body can get a little tricky with the placeholder function. Placeholders are the key to helping you automatically customise your emails for different recipients. Here's what you need to know:
[form:submitter-name] and [form:submitter-email] refers to the name and email address in a user's Forma account.
For other placeholders to appear, you need to have included their form fields in your form. For instance, this form has the fields for name, email, contact number, address, membership type and signature. So the following placeholders will also appear: [form:name], [form:email], [form:contact-number] and so on.
4. Publish your process
After you publish the process, try submitting a test form. The form submitter will automatically receive an email as such: