Customize Auto Email

Dawn Harris Wooten · 01/13/20

Hello,

I am wanting to have completed forms auto emailed a confirmation (i.e., approval). This will help us cut down on manually emailing individuals that have submitted information to our form that they have been approved.

So far, the only thing we can figure out is to send the attached image. It does not look that professional.

Can we customize the confirmation message? Does anyone know if there is a way to do this?

Reply to submitters.PNG

Paul Newcome · 01/13/20

As long as the submitter is entering an email address on the form, you should be able to set up an alert that is based on rows being added that is sent to a contact type column (submitter's email address column).

If you do not want it to look the way it does in the screenshot you provided, you can have it not include any columns and use placeholders in the subject and body of the message by using double curly brackets around the column name.

For example...

If you wanted the message to have a customized salutation using the name they entered, you would start if off with

Hello {{First}},

Thank you for submitting your form. The NAFSA ID that you entered is {{NAFSA ID}}, and you entered your graduation date as {{Graduation Date}}.

Everywhere that you see a column name wrapped in the double curly brackets, it will automatically insert whatever is in that column on the row that triggered the automation.

Paul Newcome · 01/14/20

@Dawn Harris Wooten In the section where you are able to customize the message subject and body is where I am referring to using placeholders.

I have captured your screenshot and circled where I mean to use the placeholders. Simply enter the column name you want to pull the data from and wrap it in a double set of curly brackets.

Dawn Harris Wooten · 01/13/20

I should add, our goal is to have this as part of a workflow. I have the workflow set up and it is working well, except that I have to manually email the submitter. I'd love to be able to automate all that I can!

Paul Newcome · 01/13/20

As long as the submitter is entering an email address on the form, you should be able to set up an alert that is based on rows being added that is sent to a contact type column (submitter's email address column).

If you do not want it to look the way it does in the screenshot you provided, you can have it not include any columns and use placeholders in the subject and body of the message by using double curly brackets around the column name.

For example...

If you wanted the message to have a customized salutation using the name they entered, you would start if off with

Hello {{First}},

Thank you for submitting your form. The NAFSA ID that you entered is {{NAFSA ID}}, and you entered your graduation date as {{Graduation Date}}.

Everywhere that you see a column name wrapped in the double curly brackets, it will automatically insert whatever is in that column on the row that triggered the automation.

Dawn Harris Wooten · 01/13/20

Thank you Paul! I will get with my tech team and report back (or ask questions). 😀

Paul Newcome · 01/13/20

Happy to help! 👍️ Definitely feel free to let us know.

Dawn Harris Wooten · 01/14/20

Hello Again,

What permission level do I need in order to make this happen. I keep trying to make the changes you suggest, but I only have access to columns. I attached an image if that helps give context.

Andrée Starå · 01/14/20

Hi Dawn,

First, make sure that you have allowed yourself to receive notifications properly in your Personal Settings (circle/profile in the upper right corner) and secondly check the Permission.setting for the Automations. (cog in the upper right corner in the Automation overview)

I hope that helps!

Have a fantastic week!

Best,

Andrée Starå

Workflow Consultant / CEO @ WORK BOLD

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Paul Newcome · 01/14/20

@Dawn Harris Wooten In the section where you are able to customize the message subject and body is where I am referring to using placeholders.

I have captured your screenshot and circled where I mean to use the placeholders. Simply enter the column name you want to pull the data from and wrap it in a double set of curly brackets.

Andrée Starå · 01/14/20

@Paul Newcome & @Dawn Harris Wooten I thought it was a permission issue.

Here's more information about the placeholders.

https://help.smartsheet.com/articles/2477796-dynamically-add-cell-data-in-the-subject-and-body-of-request-messages

Dawn Harris Wooten · 01/14/20

Hi Paul and Andre!!!

I am so excited and thank you for your help. Using the {{ }} placeholders made a huge difference.

Final two questions:

Can I remove the columns completely as circled in area 1?

Can I remove the Smartsheet info as circled in area 2?

remove column and smartsheet info.PNG

Dawn Harris Wooten · 01/14/20

I am most concerned about the circle area 2 as it might confuse new members as to what to do next.

Paul Newcome · 01/14/20

For section 1, the best you can do is adjust which columns are shown to none of them (see attached image).

Section 2 will always be there unfortunately. Feel free to Submit a Product Enhancement Request when you have a moment.

Dawn Harris Wooten · 01/14/20

Hooray! The messaging is working. My last glitch.... I tried to replicate the same workflow in another sheet. I keep getting the below. What am I doing that I cannot figure out. Its set at unrestricted and the column is labeled "email"