Automated Email

Overview

While the  Bulk Email feature allows you to set up email templates that you can send to specified groups of individuals in your workspace, the Auto Email takes this a step further, allowing you to automate these emails to send based on certain triggers, such as the submission of a form.

Setup

In order to utilize Automated Email, go to the  Marketplace and add and add Auto Email.

 The Auto Email will now be an icon accessible from workspace settings page.

When clicking the icon, you will be brought to an introductory page.

As instructed, click the green 'Add Email' button in order to begin.

Settings

Each email consists of settings pertaining to recipients and senders (those who will receive and send the email) and the email itself (the body and layout of the email).

Recipients and Senders

The top section of the draft email allows you to indicate who should receive the email. 

Fields Description
Title Name the email template.
Recipients Form Here you may select the form that contains the email address(es) of the intended recipient(s) of this email
Email Field Here you can select the field in the chosen form that contains the email address of the intended recipient.
Trigger Folder You may select the folder that triggers the email to be sent. When an application is placed into this folder, the email will be sent to the selected form and email field.
From Name When the email arrives in the recipients' inbox, you have the ability to customize from whom the email comes and how the name shows in their inbox here.
Reply To Here you can put the email address of the person(s) sending the email.
Subject You can select what appears in the Subject Line here.
Copy to Recipients You can designate other parties who can be CC'd or BCC'd on this email here.

Email

The bottom section of the draft email allows you to customize the body of the email and insert fields from related forms in the workspace. 

Inserting Fields

In the Field Values section, select "This Form" and/or "Parent  Forms" in order to merge data from the record. For example, click on First Name to add a personalized greeting to the email; the email will pull whatever was input into the First Name field of that particular record.  When you click the blue name of that particular field, it will appear in the body of the email as a Field ID.

Advanced users can also use the handlebars function #each to iterate over a set of child records. You can use {{this}} to reference that repeated element. The example below iterates through an application's related courses and prints each course name. 

{{#each applications.courses.form123.field456}}
Course name: {{this}}
{{/each}}<br>
	

Activating an Email

Once you have created your email template, you can activate it at any time. Once an email is activated, it will begin to send to the designated recipients when applications are moved into the designated folder.

A list of all of your email templates is available when navigating to Auto Email.

Click the edit icon in order to return to this email and activate it (or make any changes).

At the top of the email, click the red "Activate Email" button in order for this to be an activate template.

Clicking the green "Deactivate Email" will conversely deactivate the email until you are ready to utilize it.

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