Our software offers various types of connectors, and you can add as many as you like to a form. The connectors page is accessed from your form design or settings pages. Alternatively, you can go into the screens listing and hover over the form row in question, and click connect. 

Add an email connector

A useful function in MESH is the ability to email a copy of a form entry to various people. For example, after a building inspection you may want to email a certificate of inspection to the building owner. Or, when taking a product order from a customer, you may want to send them an order docket or invoice automatically. This is where our forms 'Email Connector' comes into play.

Once in the connectors page, setting up an email connector is is quick and easy. Click on 'ADD CONNECTOR' to see a list of the available connectors.

You will be directed to a A 'Choose Connector' window with many connector options. Click 'Email' option.

This will refresh the page and display your email connector, ready for configuration.

Note: At this stage nothing has been saved. You must click the 'SAVE' button.

You will need to choose what format you want your form entry data to be sent as.

Body: Sends the form entry data as plain text in the body of the email. Each field answered is placed on a new line.

CSV: Sends form data as a CSV file attachment on the email.

PDF: Sends data as a PDF file attachment on the email, generated from a generic PDF output or the Word/Excel template provided.

Word: Sends data as a Microsoft Word attachment, generated using a Word DOCX template that you upload.

Excel: Sends data as a Microsoft Excel attachment,  generated using an Excel XLSX template that you upload.

Next, you will configure who the email will be sent to. You can choose addresses, form fields or both.

  • To Address(es): Input a static list of email addresses, separated by a comma. An email will be sent to every address in this field.
  • To Form Field: Allows you to have dynamic behaviour based action on the email address(es) input into a chosen form field. For example, in a product order form you may be capturing the customer's email address in a field named 'customerEmail'. You could then have the system automatically email an invoice or order confirmation to the customer, by setting the 'To Form Field' to be customerEmail.
  • To User: An email will be sent to the user that submitted the entry. This allows you to automatically email the app user that captured and uploaded the form entry.

At this stage, your connector is ready to go. Be sure to click 'SAVE' to save changes and activate the connector.

There are a number of additional options that can be used to make your email connector extra dynamic. Here are a few:

Customize the email

The system will automatically generate a default subject, body and attachment file name for the email. You may want to customize these values to make the email more personal. This can be done by clicking 'CUSTOMIZE EMAIL'.

You will now be able to edit the subject, body and attachment name fields. Note, that a 'hammer icon' will appear next to each field. Clicking this will open the text builder, where you can create dynamic text by injecting the answer values from fields in your form.

Add a data template

You can customize the output of your form entry with our powerful data template functionality.

This allows you create Word or Excel templates that are injected with form answers to create any kind of PDF output you may need. The template is uploaded specifically to the chosen connector, so you can have multiple connectors that output different files. For example, you may send a PDF Certificate of Inspection to a building owner in one email connector, and send an Excel 'Inspection Log' to your internal department address on a separate email connector.

Learn about templates in the Data Source section of this support website. 

Add a run condition

You may have a connector that you only want to fire in the event that the form entry has a given answer value. For example you have an audit form, which has a risk rating question with options like 'Low', 'Medium' and 'High'. If the user answers the risk rating as 'High', then you want an email to be sent to a supervisor for follow up and action.

This is where a run condition comes in. Run conditions are defined by creating a true/false formula. The connector will only run if the formula you define in the run condition has a true result. In the example above, the run condition formula would be something like:

###{{riskRating}} = 'High'

When you hover over the run condition field, you will see a hammer icon appear. Clicking the hammer icon will take you into the formula builder, which helps you to create the formula you desire.

See the Creating a formula article to learn more about form formulas.

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