Setup Email Notifications With A Form Tool

    Ok, we have our Text Fields and our Submit button in place, now what?  Now we have to give our form some functionality.  The most common feature that will be used is to have the results of the form emailed back to you or to an administer of the data.  Click the "Edit Email Settings" tab (Figure 1.5) to setup this functionality. 


Figure 1.5
(Click the "Edit Email Settings" tab to manipulate email functionality)

    Here you'll see that Sitemason lets you know that if you want "to send an email each time a form is submitted, click the "Add" button." Thanks Sitemason!  By choosing "Add" a pop-up window will be launched (Figure 1.6) for you to edit the email settings.

Figure 1.6
(Configure settings to send an email when a form is submitted)

    Here you have hundreds of combinations to manipulate the data to get the results you want in an email to you, or to the user who filled out the form. First lets go through an example of wanting to receive an email with  just the info entered into the fields.  Remember, this is all how you want the EMAIL to appear with the fields and doesn't manipulate the data itself.  In this first example, the "From Name" is going to be the name the user entered when they filled out the form.  So place your cursor in the "From Name" text box and from the "Insert a field" drop down menu, choose the "name" field.

    Your available options in the "Insert a field" drop-down menu are going to be limited to the fields you've created for your form.  There are some additional default fields you can add (Figure 1.7) that give you even more info from the user's web browser for those that are data hungry. 


Figure 1.7
(Fields available for the submission email)

    For our example, we've used the "name" field and entered it into the "From Name" text box so that the email you receive appears to be from the person that filled out the form.  Same goes for "From Email Address."  Your email will appear to be coming directly from the user's email address.  The "To Email Address" is going to be whatever email address you want the form submission sent to.  In this case we're using "support@sitemason.com."  The "Email Subject" should be self explanatory.  This is whatever you want the email to say in the subject line of the email being sent to you.  We used "Custom Form Tutorial.

    Now the meat of the email message.  You'll want to label each line in which you're receiving data from.  We wrote out "Name:" and then used the "Insert a field" drop-down to choose the name field.  It's good practice to do this because if you don't you'll get the email with just the data and no reference to what it is.  For example, in a more complicated form, if you had multiple emails and phone numbers, you'd have a hard time discerning which was primary, secondary, etc.  Figure 1.8 shows what our email message settings look like when they're all filled out.


Figure 1.8
(A completed Email Message settings window)

    After you've added the Email Message functionality, you're ready to try out your form!  If you click the "View My Web Tool" button in the top left of your screen (Figure 1.9) you will see your form in a new pop-up window and you're ready to try it out.  Enter some sample data to test and see if it comes to your inbox! Figure 1.10 is a view of a filled out form in the "View My Web Tool" pop-up window.  Hit the submit button and check your email.  See if you have any new mail!


Figure 1.9
(View My Web Tool button)


Figure 1.10
(Preview of tool in pop-up window)

    If you created your form correctly you should have an email to whichever address you chose for the "To Email Address" text box.  Figure 1.11 shows what it looked like in Sitemason's inbox.


Figure 1.11
(Form results in an Email)

Later we will be adding instructions for creating a thanks page, multi page forms, and workflows.  Let us know what you'd like to learn more about by contacting support@sitemason.com.
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