Customize Auto Email
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?
Best Answers
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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.
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@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.
Answers
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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!
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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.
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Thank you Paul! I will get with my tech team and report back (or ask questions). 😀
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Happy to help! 👍️ Definitely feel free to let us know.
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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.
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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
✅Please help the Community by marking the post that helped answer your question or solve your problem with the accepted answer. It will make it easier for others to find a solution or help to answer!
SMARTSHEET EXPERT CONSULTANT & PARTNER
Andrée Starå | Workflow Consultant / CEO @ WORK BOLD
W: www.workbold.com | E:andree@workbold.com | P: +46 (0) - 72 - 510 99 35
Feel free to contact me for help with Smartsheet, integrations, general workflow advice, or anything else.
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@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.
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@Paul Newcome & @Dawn Harris Wooten I thought it was a permission issue.
Here's more information about the placeholders.
SMARTSHEET EXPERT CONSULTANT & PARTNER
Andrée Starå | Workflow Consultant / CEO @ WORK BOLD
W: www.workbold.com | E:andree@workbold.com | P: +46 (0) - 72 - 510 99 35
Feel free to contact me for help with Smartsheet, integrations, general workflow advice, or anything else.
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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?
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I am most concerned about the circle area 2 as it might confuse new members as to what to do next.
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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.
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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"
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Excellent!
Happy to help!
Regarding the last glitch. 😉
You have to change the column type to a contact list column.
Did it work?
SMARTSHEET EXPERT CONSULTANT & PARTNER
Andrée Starå | Workflow Consultant / CEO @ WORK BOLD
W: www.workbold.com | E:andree@workbold.com | P: +46 (0) - 72 - 510 99 35
Feel free to contact me for help with Smartsheet, integrations, general workflow advice, or anything else.
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Victory!!! @Paul Newcome and @Andrée Starå I could not have done this without your tips and advice. Have a wonderful weekend.
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SMARTSHEET EXPERT CONSULTANT & PARTNER
Andrée Starå | Workflow Consultant / CEO @ WORK BOLD
W: www.workbold.com | E:andree@workbold.com | P: +46 (0) - 72 - 510 99 35
Feel free to contact me for help with Smartsheet, integrations, general workflow advice, or anything else.
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