Confirmation Email

Amy Kolasky · 01/23/20

I set up a form and when I tested it, I did not get a confirmation email. Why is this?

Andrée Starå · 01/24/20

Hi Amy,

Did you add your email in the end of the form?

Add a Send me a copy of my responses checkbox to the bottom of the form. If the form submitter checks the box, they’ll be able to enter their email address and receive an automated confirmation email that their form submission was accepted. The email will display the actual data they submitted.

More info:

https://help.smartsheet.com/learning-track/smartsheet-intermediate/forms#manageform

Can you describe your process in more detail and maybe share the sheet(s)/copies of the sheet(s) or some screenshots? (Delete/replace any confidential/sensitive information before sharing) That would make it easier to help. (share too, andree@getdone.se)

I hope that helps!

Have a fantastic weekend!

Best,

Andrée Starå

Workflow Consultant / CEO @ WORK BOLD

Amy Kolasky · 01/24/20

Ahh, I see now. Thanks so much for your help.

The user needs to request a confirmation email. I thought as an Administrator you could elect for a confirmation email to be sent automatically. Frankly, that's a feature that should be added.

Andrée Starå · 01/24/20

Happy to help!

You can set it up to be automatic with a workflow that sends an alert to the submitter.

Would that work?

Amy Kolasky · 01/24/20

How do you do that?

Andrée Starå · 01/26/20

You'd add an Alert someone workflow.

Trigger: When rows are added

When Checkbox is Checked (can be a status field or what makes sense for your process)

Run workflow: When triggered

In the Alert someone section you'd change to Send to contacts in a cell to Created By (will only work if the submitter has to be logged in to Smartsheet to submit the form)

If they don't need to be logged in, you'd need to add a contact column where they can select or add their email address.

Make sense?

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cy_1981 · 02/02/22

Hi Andrée, Can you explain how to do:

"If they don't need to be logged in, you'd need to add a contact column where they can select or add their email address."

I want to have an open form for different requesters (company suppliers, not previously identified in our database) can request an approval, and after its reviewed THEY CAN RECEIVE AN EMAIL WITH THE CONFIRMATION. I cannot "choose" that email as a "contact from a cell" (I only get the option of "created by" and since they are not logging in with Smartsheet, that field does not provide the email. How can I make the "supplier email" field elegible for choosing it in the "contact from a cell"?

How can I define other emails (such as "approver") to be notified too?

Thanks and looking forward to your reply

SDB_Jason · 10/27/22

https://community.smartsheet.com/discussion/comment/238092#Comment_238092

Hey Andree, I don't get the "Created By" option. Can you do this same workflow based on the email address entered earlier in the form?

Example: person who fills out the form enters their email address, they select "yes" send me a copy, then they receive a confirmation copy of the form they filled out.

gpkelly · 05/11/23

Is there really no way to do this without having the submitter login or manually check a box and enter their email? (I don't want it to be an option. They need to absolutely get an email after they submit the form with what they submitted without any extra work on their part.) What I'm experiencing is that if one step in my automated workflow gets hung up then the transaction is out there in limbo and the submitter can't even search their gmail to find what they submitted.

dave619 · 06/16/23

https://community.smartsheet.com/discussion/comment/375360#Comment_375360

@gpkelly There is a way. All you do is add a field to your form for "Applicant Email". I assume you want to know who is submitting the form anyway so the "applicant email" is a must. Then set up the automation for any form submission (new row added) to send the confirmation email (Alert someone) to the email address in this contact column (Applicant Email). You can customize the email message and select any or all the columns you want to display in the confirmation email including the email subject line.

Be sure to change your workflow settings to allow this workflow to operate to any email address. Otherwise, it restricts the workflow to only emails under your account or people shared to your sheet.

Confirmation Email

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