If you'd like to be notified whenever a user submits a survey, you can enable notifications to specified email addresses. When a user submits the survey, each of those email addresses will receive an email containing the user's responses and a link to view the submission in LibWizard. If the survey included a file upload field, a link to the uploaded file will also be included.
There are also a variety of advanced email settings available to you that will allow you to customize the Reply-To value for the submission notification email, dynamically select the email address(es) that receive a notification, and to customize the format of the notification email.
Email notification settings
To set up email notifications for a survey:
- While editing your survey, click on the Survey Options tab.
- Click on the Submission Behavior panel to expand it.
- In the Email Notify text box, enter the email address(es) that should receive notifications. Separate multiple addresses with a single space.
- If your survey is set to collect any user agent information (managed under the Reporting panel), you can include that data in the submission notification email.
- Click the Advanced Email Settings button to customize the Reply-To behavior for the email notifications, or set up conditional email notifications based upon one of your dropdown, checkbox, or rating fields.
- Click the Save Changes button.
Advanced Email Settings
If you would like to customize/add a Reply-To address for the submission notification emails for the form, you can choose from of the following options under the Email Reply-To tab:
- Disabled: if the email recipient hits reply, the email's TO: field will be firstname.lastname@example.org and no message will be sent.
- Fixed Reply-To: allows you to set a fixed/specific email address to be set as the Reply-To email for the submission notification. If the recipient hits reply, the email's TO: field will be populated with the address set here.
- Dynamic Reply-To: allows you to select an Email field that is present within the form (note: at least one Email field must exist in the form) to dynamically set the Reply-To value based on the email address submitted for the field. If the recipient hits reply, the email's TO: field will be populated with the address submitted in the selected field.
The Conditional to option determines who will receive an email notification based upon a user's response to a specific dropdown, checkbox, or radio question. For example, you could add a radio field to a contact form asking users to select what their inquiry is about. If they were to select "Library fines", then that could send a notification to your circulation manager when the form is submitted. But if it's about a purchase recommendation, then a notification could be sent to your acquisitions manager, instead.
- In the Advanced Email Notification Settings window, click on the Conditional To tab.
- To enable conditional notifications, select the Dynamic To Based on User Input radio button.
- From the Use this field as if condition dropdown, select the dropdown, checkbox, or rating field you want to use for your conditions. The user's selection for this question is what determines who receives an email notification.
- Below the dropdown, the field's options will be displayed. For each one, enter the email address of the person who should be notified when that option is selected.
- For example, if the first option is "Circulation", enter the email address of your circulation manager.
- You can enter multiple email addresses for each option. Simply separate each one with a space (e.g. email@example.com firstname.lastname@example.org email@example.com)
- Click the Save button.
You can disable the conditional notifications at any time by returning to these settings, selecting the Disabled radio button, and saving.
The Custom Email tab allows you to include a customized subject line & message in your form's submission notification emails. The message will appear at the top of the email, followed by the contents of the user's submission.
- In the Advanced Email Notification Settings window, click on the Email Introduction tab.
- To customize the subject line, enter your text in the Email Subject field. Or, leave it empty to display the default placeholder text.
- In the Email Body Introduction text area, enter your message text using the Rich Text Editor. You can use the text formatting options to style your text or insert lists & links.
- Click the Save button.