Email Templates

Email Templates allow you to completely customise the body of your Emails. Allowing you to modify the default body, add your own custom email body and adding content from the form submission. 

Setting up your Template

1. Open the Email Templates Menu and click the plus button.

2. Select the type of email template you want to use. 

• PDF + Email Workflow Event
  Modify the email body for a Email + PDF workflow events.
  
  
• Email Workflow Event
  Modify the email body for a Email workflow events.
  
  
• Approvals - New Pending Approval
  Modify the email body of the email that is sent to approvers when a new approval is created or when a clarification request has been answered.
  
  
• Approval – Clarification Email
  Modify the email body of the request clarification emails that get sent back to the person who submitted the form.
  
  
• Approvals - Approved
  Modify the email body of the approval email sent to the form submitter once the last step of the approval flow is approved.
  
  
• Approvals - Denied
  Modify the email body of the deny email sent to the form submitter if any of the approval flow steps are denied.

For information about setting up Approval Email Templates check out the Approval Workflow Article.

3. From this input you can start adding your email template, if you need help getting started click the USE DEFAULT button. This will populate the template input with the default email that is sent. This can then be modified using the editor. 

Parameters

On top of adding your own information to the email body, you can also include parameters from the submission or approval, these are shown on the right side of the pop-up. These include things like the form name, submission ID, submission date/time etc. To add a custom parameter add a tag e.g {{custom:emailAddress}}. Change the emailAddress section of the tag to represent the content you want to add (e.g. firstName, phoneNumber). This will then appear in the workflow event as a property that can be mapped to a form element, or you can enter free text. 

Referencing Repeatable Set Content

Using email templates you can map content within a repeatable set. To do this add a custom parameter with the first parameter starting with a "#" and a closing parameter starting with a "/". Inside those two parameters, you can add the form elements referencing the Element Name of the element you wish to populate. In the example below I have a repeatable set called "People", with two elements inside "Name" and "Email". 

Once your email template has been configured you can map the custom parameter in your workflow event. 

With the Email template configured and the workflow event set up, you can now submit your form to start seeing the result of your new email. See the example below:

HTML Editor

By default, email templates use the rich text editor, this allows for some minor styling options. We also allow users to use the HTML editor for their email templates. The HTML editor allows for more control and options for your email templates, but requires you to write HTML. 

Custom Parameters

With email templates, you can include custom parameters. These can be mapped in the submission event to either be free text entry or pull content from elements in the form. This then allows you to add form content into the body of your email, similar to the subject and PDF file name.

Setting up your Workflow Event

1. Open your form and select the Email or Email + PDF submission event or Approval flow. 
2. Select from your available Email Templates. 
   • Templates are optional if you do not select a template, the default email body will be generated.
3. Mapping your custom parameters. 
   • This is only required for email templates using Custom Parameters 

Start with the Default

You can use the USE DEFAULT button to start with the default email template. 

If you simply want to modify the out-of-the-box email body, or just need help getting started, this is a good way to begin. 

This button will only be available if the template input is empty.

Delete a Template

Email Templates can be deleted my clicking the Delete button in the Email Templates menu. 

Templates cannot be deleted while in use, you will first need to remove the template from all submission events in order to delete it. 

Get Help

If you have any question or would like assistance with setting up your Email Templates, please contact us via this support portal or email [email protected]. We are happy to assist in any way we can.