Do you support email responses, and what do they include?

Yes! We support email responses for all of our plans. Email responses can be sent to the submitter, your colleagues, you, or anyone else you like automatically after a submission. They also come with a range of features to help you personalize.

Responses can be anything you like - from a recap of submission answers, to complex personalized values and conditional logic, as well as attachments.

To edit or create an email response:

  1. go to ‘Configure’ in the topbar when editing your form
  2. Then select ‘Emails’ in the sidebar. Here you’ll see the options to:
  • “Send me an email summary on submission” - use this toggle to auto-send a summary of the email to the email associated with your account address.
  • “ADD EMAIL” - create a new email response for you, colleages, customers, etc.
  • “Edit” or “Delete” an existing email response. If you can’t see these options to the far right of your email response line, scroll to the right.

Email Response Features (listed in the order they appear) When you create or edit an email response, you’ll see the following options:

  • The “To” field- here you should enter email addresses you want the auto-response sent to, and/or add submitted emails from the dropdown. Just remember if you want to include the emails your submitters are entering in the form, you need to create that field on the form first! If you’re typing email addresses directly in, make sure you separate each email with a comma and space before typing in the next one. Note that there is a 15 email limit to the “To”, “CC”, and “BCC” fields. You will be able to enter more than 15 addresses, but if you enter more than 15 the email response will not work. If one of your email addresses is an inserted field from the form, don’t worry, everyone who fills in this field will receive the email (no matter how many people fill in the form).

  • The “Subject” field - this is the subject line for the email. Write whatever you want for the subject line, and you can also insert answer values by choosing an option from the dropdown menu to the right. So, if you want to say “Your invoice for our product: $40”, you can!

  • The “CC” and “BCC” fields - these function the same as the “To” address, except on is a Carbon Copy field, and the other a Blind Carbon Copy. Note that there is a 15 email limit to the “To”, “CC”, and “BCC” fields. You will be able to enter more than 15 addresses, but if you enter more than 15 the email response will not work. If one of your email addresses is an inserted field from the form, don’t worry, everyone who fills in this field will receive the email (no matter how many people fill in the form).

  • The “From Address” field - this is the email address the email will be shown to come from. This means when an email response is sent to someone, they can reply to this address. You might like to make the From Address the email that someone provides in a form, so that when you receive their submission as an auto-email response, you can hit reply to get in contact with them quickly. If you don’t enter an email address, the default is no-reply@paperform.co.

  • The “From Name” field - this is where you can enter the name of the sender. You might like to enter your or your organizations name, or you might like to insert an answer from the form (like ‘Name’).

  • The “Reply To Address” field - if the person who receives the email response hits reply, the reply will go to this email address. It is different to the “From Address” in that it doesn’t display the address.

  • “Attach a PDF Summary” option - by selecting ‘YES’ you can automatically include a summary of that submission’s results as a PDF attachment. PDF summaries only include answered questions, and are listed in plan format. Note that:

    • E-signatures are displayed in full
    • Images are not displayed, but are included as links

    Here’s an example of what the PDF will look like:

  • “Content Source” selection - this is where you choose what kind of content you’d like in the body of the email. Your two options are:
    1. A ‘Submission Summary’ which will simply include a summary of all answered questions in the body of the email.
    2. A 'Custom Message’ which allows you to create a custom email message. This is customizable message, in which you can write whatever you like as well as: –Pipe answers from the form, llike “name” into the message –Include a default in case an answer isn’t given in the form – Include values like Score and Price Here is an example of what a Custom Message can look like:

If you’d like to know more about ‘Answer Piping’, and inserting answer values, see here.

  • “Include submission summary” option - select ‘YES’ to add a table of submitted results within the body of the email, a the end.

  • “Attachment” - use this option to include any kind of attachment you like. It might be a report Word Doc, or perhaps an event info sheet PDF, or perhaps a Zip file of your portfolio.

  • Email should send: always” - when the toggle is selected here, it allows you to have the email sent “when conditions are met”. In other words, you can use logic to determine when an email is sent. So, if you only want the email to send when a certain score has been reached by a submitter, you can set that logic here.

If you want a basic submission notification to be sent to you, see https://paperform.co/help/article/submission-notification

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