Email Notifications: Admin

How to Set up your Admin Email Notifications on Forms

Digital PTO offers a wide variety of Pre-Built Forms for our Premium Members. When we install forms on your website, they come ready to go, but you may want to customize certain elements of your form. One of the great areas to customize is your email notifications. These settings will allow you to change where the form submissions are sent, what they say and who gets them.

This tutorial will show you how to set up your admin notification emails, which are the emails that your group receives when a user submits a form. It is typically a summary of the submission, but that is up to you.

Note: If you are collecting credit card payments directly on your forms you need to refer to the Wufoo Directions for this information.

Click FORMS under the FORMS Menu

To open up the list of forms available on your website, click the FORMS link under the FORMS Menu.

Click the Title of the Form you wish to set up

Click on the title of the form you wish to set up. When you hover over the title, you can also click EDIT if you prefer. This will open up the form editor.

Click to access Email Notifications

Hover over the FORM SETTINGS link at the top of your form and select NOTIFICATIONS to set up the email address you want your submitted forms sent to. By default, confirmations will be sent to the email address that was used to sign up for your website, so be sure to change this if you want them sent somewhere else.

Click EDIT under the Admin Notification Settings

Once the Notifications section comes up you will see either nothing set up yet, an Admin Notification or Both an Admin and User Notification. If you have nothing, click ADD NEW and create an Admin Notification. If you have an Admin Notification set up, click the EDIT link when you hover over the title. Please note that the wording of the title may be different depending on the title you may have previously assigned. The goal is to edit the notifications for the Admin, so find the title closest to that.

The Options Screen

The options screen provides you with a lot of customization options. If you want the simplest settings, you can skip any setting listed as “optional” as those are fine tuning settings.

Name

You can enter or edit the name for the notification you are working on. This is for internal use.

Send To:

Determine where you want to send the admin notification email. Most common selection is ENTER EMAIL, but you can also select SELECT A FIELD or CONFIGURE ROUTING.

Send To: Enter Email

The most common selection for admin email notifications is ENTER EMAIL. This allows you to enter an email address for the notifications to be delivered to.

You can also enter {admin_email} and this will send email notifications to the admin email for the website. In most cases this is your default setting.

We HIGHLY recommend that you set up a gmail.com account for your group and have notifications sent to that address.

Send To: Select a Field

This option allows you to a select an email from the form submission to send the email to. This is most commonly used for User Notifications and not for Admin Notifications, but the option is available to you.

Send To: Configure Routing

This advanced option allows you to send an email notification to someone based on the users submission. For example, you can set up the first graders registration forms to go to a different address than the second grade forms.

To set this up, click CONFIGURE ROUTING in the Send To options. This will open up new fields. Send to (blank) where the blank is the email address you want to send a message to. IF and then select one of the options on your website. Then select IS, ISN’T, etc and a value. If you need to add more rows (rules) click the PLUS sign. The Minus sign will delete un-needed rows as well.

From Name

Enter the name you want the email sent from. This will often times show on the recipients list view of incoming email so make it something that people will recognize.

From Email

IMPORTANT: The FROM EMAIL is the address that the email is sent from when you receive it. You MUST change this email address to “[email protected]” or there is a very good chance that your emails will not be delivered as the major email providers have started to match the sending server and the email address together and won’t accept mis-matches in most cases. You can still change where the reply is sent (see below), but it’s very important that the FROM address is [email protected]

Reply To

We suggest using the email address the user submitted for this. That way, if you click reply, the reply will be sent to the person that submitted the form. To set this, click the downward arrow to the right of the field and select the email address. In our example (the Family Registration Form) if you haven’t changed your form at all, this will be called Parent / Guardian #1 Email. Find the email field in the drop down and click on it. Now if you reply to the email notification, it will go to the person that submitted the form.

BCC

Optional Field: If you would like form submissions sent to more than one address, you can enter an additional email addresses to send the form to here.

Subject Line

You can change the subject line of the email the administrator receives if you wish. In most cases the default message is just fine.

Notification Message

By Default, the notification email will include all the fields that were submitted. If you would like to change that, you can do so in the MESSAGE field. Remember, this is the message that is sent to the Admin, not to the Visitor who filled out the form. If you would like to add dynamic fields (like we did with the email address above), click the arrow to the right of the message and insert any dynamic fields by clicking on them. We suggest keeping the settings to {all_fields} as a general rule, but it’s up to you.

UPDATE NOTIFICATION

When you have finished making any additional changes to your Admin Notifications, be sure to click UPDATE NOTIFICATION to save your changes. Once the page reloads, you can click on NOTIFICATIONS again if you wish to review additional notifications.

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