Is there a way to send a copy of each form submission to an email address?

Miles Allison

Hello,

I have a form set up but I need to have a copy of each submission sent to an email address. I need to have proof that someone submitted a form and a copy of the information submitted. Is it possible to have each form submitted automatically sent to an email address?

Thanks

Miles

Andrée Starå

@Miles Allison

Excellent!

You're more than welcome!

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Andrée Starå

Hi @Miles Allison

Yes, there is.

You'll need to add a Workflow with an alert that would trigger and send a copy for each submission.

Would that work/help?

I hope that helps!

Be safe and have a fantastic week!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

✅Did my post(s) help or answer your question or solve your problem? Please help the Community by marking it as the accepted answer/helpful. It will make it easier for others to find a solution or help to answer!

Miles Allison

Okay, I see what you're saying. That will work.

Thanks!

Andrée Starå

@Miles Allison

Excellent!

You're more than welcome!

✅Remember! Did my post(s) help or answer your question or solve your problem? Please help the Community by marking it as the accepted answer/helpful. It will make it easier for others to find a solution or help to answer!

CharisGC

Hi, Sorry, quite a new user here. I am trying to create the automation to send our admin a copy of the form (apart from the submitter) Can you please advise how to do this in the automation? i can only seem to get it to send rows but not the form itself which we would like to have for filing.

Thanks

CharisGC

@Andrée Starå

Genevieve P.

Hi @CharisGC

The Automation will send row data, you're correct! This means that when someone submits the form it creates a row - then you can use an Alert workflow to send that new submission information to another email address.

If you want your admin to receive a copy of the empty form (to be filled out), you can include the form link/URL in the body of the email, does that make sense?

Cheers,

Genevieve

CharisGC

@Genevieve P. Thanks for your reply. We are actually looking to get a duplicate of what the submitter receives when they mark "Send a copy of my submission". So we do not want an empty form but a reasonably professional looking form which is like what they have submitted. Any advice would be much appreciated. Thanks!

Genevieve P.

Hi @CharisGC

In this instance, you'll want to use an Alert workflow to send the newly submitted row to the Admin. It won't have the same format as the Form (e.g if you had Headers or Descriptions) but it will contain the same content submitted.

Cheers,

Genevieve

CharisGC

Thanks @Genevieve P. I was hoping there was a way to get one with the same format for our filing purposes but will use this for now. Hopefully smartsheets will have this feature in the future. Thanks again.

MDO26

@Genevieve P. Do you know if there has been any change to Smartsheets to allow for the admin to receive an email with the completed form in the same format that the submitter does? Or @CharisGC were you ever able to figure out how to do this? The automation email of row added/changed is not ideal. Thank you!

Ann2c

Hi @MD026, sorry for the late reply and replying on behalf of my colleague CharisGC, no we never ended up getting a copy submission and hoping that we will one day.

Benjamin_C

Hi,

Curious if there has been an update/solution regarding this topic. We are in the same boat. We need a copy of the form that has been submitted. The copy of the submission has the advantage that it provides a great overview of the submission since it only shows the filled out fields. A workflow would not work for us, since it would only allow to send all fields or pre-defined fields. Neither would not work for us, since each submission populates different fields and there are over 120 fields in our sheet.

Long story short, it would be great if it would be possible to:
a. receive a copy of the submission or,
b. have a setting in the notification workflow where only populated fields of a row are taken into account.

Thanks for your help,
Benjamin