Customize Auto Email

Dawn Harris Wooten

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

Uploaded Jan 13, 202019.76 KB

Paul Newcome

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

@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

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

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

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

Paul Newcome

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

Dawn Harris Wooten

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

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

@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

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

Here's more information about the placeholders.

Dynamically Add Cell Data in the Subject and Body of Request Messages | Smartsheet Learning Center

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

Make each alert or request more readily identifiable in the subject line of the notification with message placeholders.

Dawn Harris Wooten

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

Uploaded Jan 14, 202049.95 KB

Dawn Harris Wooten

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

Paul Newcome

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

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"

Andrée Starå

@Dawn Harris Wooten

Excellent!

Happy to help!

Regarding the last glitch. 😉

You have to change the column type to a contact list column.

Columns | Smartsheet Learning Center

https://help.smartsheet.com/learning-track/get-started/columns#contactlist

Smartsheet columns are similar to columns in a typical spreadsheet, but also have special properties that make using your sheet easier and more powerful.

Did it work?

Dawn Harris Wooten

Victory!!! @Paul Newcome and @Andrée Starå I could not have done this without your tips and advice. Have a wonderful weekend.

Andrée Starå

@Dawn Harris Wooten

Excellent!

Happy to help!

Here's a Victory Dance!

Have a fantastic weekend!