Creating Auto-Reply Emails

If an email field type  has been added to a form, then the Feature section of the form will appear after the form is saved. The auto-reply feature will  include a Configure link that will allow administrative users to configuration automated email replies (auto-reply) to respondents.  Each form can have one or more personalized email replies that will automatically be sent to the respondent.  In addition, many customized auto-replies can be created that are driven by answers to options in drop lists.  There are up to  three pages of information that can be setup to configure auto-replies and they include:

Default Auto-Reply Message - The default message is sent if the form does not meet any of the criteria established in the alternative-replies.

Alternative Auto-Reply Emails -  E-mail that is sent based on

Option Values - Option values are tied to Alternative Auto Replies. This feature enables customized auto-replies based on the options the respondent chooses.

To create an auto-reply email, follow these steps:

1. Click on the Configure link next to the Auto-Reply feature.

2. A popup window with the default auto-reply will open. The first time you open this window there will not be a configured auto-reply.

3. Enter the Subject of the email.  

4.  Enter the auto-reply content (email body). If the email body is blank, then no auto-reply email will be sent. The auto-reply is formatted using HTML. The body can be personalized with the visitor’s information by inserting any of the tags (data fields) that are listed on the page. The tags are similar to inserting fields in a Microsoft Word mail merge. All fields that were added to your form are listed on the bottom of the popup window  along with the appropriate tag to use for each.  For example, if First Name is a form field, the auto-reply can be personalized by the following HTML:

Dear $DF:FD:First_Name$,

Thank you for your inquiry
 

5. Click Save to save the email. The preview should show up in the Preview window.

Adding an Alternate Auto-reply

 In addition to the default auto-reply email, an Alternate Auto-Reply based on options chosen by the respondent can be configured. The ability to configure alternative auto-replies requires that the form contain at least one drop list with options. To create alternate auto-replies, follow the steps below:

1. On the Default Auto-Reply page, click the Alternate Auto Reply link at the top right of the popup window.  

2. Select the Driver Field from the drop down list at the top of the page.   The driver field is the one that alternative auto-replies are configured on.  When this particular option is selected on your form and submitted, the alternate email will be sent.  Once you select the option form the drop down box, a Subject and Content box will be displayed for each option, along with available tags.    

3. Enter the Subject of the email.

4. Enter the Content, or body, for the email.

5. Repeat steps 7-8 for each available option.

6. Click Save to save the alternate email replies.  

7. The next step is to assign the alternate auto-replies to option values. Click the Assign link at the top of the page.  

8. To assign an email to each of the Options, select the appropriate radio button next to each option.  For example, if the user selects the first option, then email #7 should be sent.  

9.  Once you have all of the options associated with an email, click Save to save your options.  

In addition to creating alternate emails, you can also create Option Value Areas.  This allows you to add a special area to the email based on options selected by the visitor.   These areas are included in the body of the auto-reply message, creating a highly customized email depending on the selected options.  

1. To create Option Value Areas, on the Alternate Auto-Reply Message page, click the Option Value Area link on the top right of the page.  The form fields that can be used to create Option Value Areas, will be displayed on the page, along with an Edit button and an Assign button.  Click the Edit button to Edit the Option.

2. Based on the number of options available for the selected field, there will be a content box for each.  Enter the custom content for each option.  

3. Click Save to save content areas.  

4.  Next you will need to assign each option to a content area.  On the Option Value Area page, click the Assign button next to the Option field.  

5. In the section labeled Options, each option is listed down the left side and the number representing each email content area is listed horizontally across the top.  For each option, select the appropriate radio button corresponding to the content that should be added to the email when that option is selected.  

6. Click the Save button.  

Integrating Email Lists

If an email field has been added to a form, then the Edit Form screen will include a Features section with a Configure link.   The Dynamic Forms application  will allow administrative users to funnel email addresses to existing email lists (list must exist on both stage and production.  Email addresses can be added to a default email list, an alternate email list (based on specific information input by user), or to multiple email lists.  

To assign respondents email address to email lists follow the steps below:

1. On the Edit Form page, click the Email List Configure link.   

2. A popup window will open with a drop list that contains the .  From the drop down box, select the list that you would like to use as your Default Email List.    As visitors to your site complete the form, their email address will be saved to this default email list.  New email lists are added through the Email Lists section of the Site Features menu.  

3. After selecting the default email list from the drop down box, click Save.  

4. Primary Alternate Email Lists and Additional Alternate Email Lists can also be used.  The Alternate Email Lists are used to add the emails to various lists based on specific information (options) selected by the visitors when submitting the forms.

5. On the Default Email List page, click the Primary Alternate Email List link on the top right of the page.

6. On the Primary Email List page, select the Option field from the drop down list labeled Additional Alternate E-mail List.  

7. The option choices are displayed on the left side of the screen and the email list names along the top.  For each option, select the appropriate email list by clicking the radio button.  

8. Click Save.