An email connector can be created in three different ways: within the organization's "Connector triggers," in the document settings of a form, or as an element within the form itself.
Creating an Email Connector
If you want to send a completed form to a standard email address (for example, to notify your administration), you can use the email connector.
Click on the 'Email' connector and choose 'Send an email with every new document.' Give your connector a name and click on 'Add.' Now you can customize the connector to your needs. In the settings, you can do the following:
- Overwrite Default Email Subject: Here, you can choose an email subject. If left blank, the email will have the subject "Copy of <filename>."
- Overwrite Default Email Body: Here, you can create a standard message that will be included in the email to the recipient.
- Possible Attachments: Select the type of file you want to attach to the email. You can choose from PDF, Word, JSON, or XML.
In the 'Users' section, you can select users from your organization. These users will receive the document at the email address set in their profile. In the 'Email addresses' section, you can add email addresses, including those not associated with the organization's users (e.g., an administration email address or an external partner).
Setting up an email Connector
The created connector can be used in different places. Multiple options can be used simultaneously. The options are:
- In the organization's 'Connector triggers'
- In the document settings of the form
- As an element within the form
In the Organization's 'Connector Triggers'
When using connector triggers at the organization level, you set up an email connector for each form you complete. This way, you can keep track of all forms completed on your account. By pressing the plus button under 'export new documents,' you can add your connectors here.
If you use this method, all forms completed within your organization will be emailed to the address you set up for this connector.
In the Document Settings of the Form
When editing a form, there is an option 'document settings' at the bottom left.
Click on 'export new documents,' and you can add a connector here.
If you use this option, you will receive an email every time you complete the specific form.
As an Element Within the Form
You can also add a connector as an element within a form. To use the connector, you need to add it to your form using the 'Export Connector' element. The choice between an export or import connector depends on whether you use the connector to import data into the form or export the completed form. To send an email, you use the export connector.
Once you have added the element to your form, select which connector should be used. With this option, you can create conditions for when the connector is activated and the email is sent.