Working with your Forms Email Notifications
Digital PTO offers a wide variety of Pre-Built Forms for our Premium Members. When we install forms on your website, they come ready to go, but you may want to customize certain elements of your form. One of the great areas to customize is your email notifications. These settings will allow you to change where the form submissions are sent, what they say and who gets them. This tutorial is designed to teach you how to modify and adjust your email notifications.
If you are collecting credit card payments directly on your forms (typically PTA dues) you may be using a different type of form, and these directions do not apply. This is only for non-credit card collecting forms.
Step 1: Click on EDIT FORMS under the FORMS Menu
To open up the list of forms available on your website, click the EDIT FORMS link under the FORMS Menu.
Step 2: Hover over the Title and then click NOTIFICATIONS
Hover over the TITLE of the form you wish to set the notifications for and you will see additional options appear below the title. Click on the NOTIFICATIONS link to open Notification Settings.
Notifications for the Administrator
There are two types of email notifications that can be set on each form. First is for the Administrator (that’s you!). These are the emails you will receive when a form is submitted on your website. Second is the notification that can be sent to the user. This is the email that will be sent to the person that submitted the form as a confirmation. Both can be edited individually and turned on and off with the click of a button.
Activate / Deactivate Admin Email Notifications
By default, all of your forms are enabled to send notifications to the Administrator, but if for some reason you want to turn them off, simply uncheck the box that says “Enable email notifications to administrators” and you will not receive notices anymore.
Changing the email address admin notifications are sent to
It is very simple to change the email address that your form notifications are sent to. If you are not using a global PTA/PTO email address, you will want to make sure you do this as your board changes and new positions are filled. We highly suggest using a generic PTA/PTO address so you don’t have to change these every few years. Gmail is a great option if you are looking for one. To change the email address, simply enter a new email address in the “Send To Email” field.
Changing the FROM and Reply to emails
By default, your emails will come from “Digital PTO” as the name of the sender when you receive the Admin Notifications. If you would like to change that you can modify the FROM NAME. Additionally, your notification emails are set up so that when you click reply, they will go directly to the sender (submitter of the form). If you would like to change that, you can enter a new email address in the FROM EMAIL field. Notice that instead of inserting an address (by default) the EMAIL drop down is selected. This will pull the email address from the form and make that the reply address. Additionally, if you would like to BCC (Blind Carbon Copy) the form notifications to another email address, that can be entered under the BCC field.
Changing the Subject Line of Admin Email Notifications
By default, your forms will be sent to you with a subject line of “New submissions from” and then the name of the form. It’s very simple to change this if you want to. Enter your new subject under the SUBJECT line. If you want to add information from the form (like a name for example) you can add a field from the INSERT FORM FIELD drop down menu. In this example, you would insert NAME (Last) from the dropdown and insert that “placeholder” into your subject line.
Changing the body (content) of the Admin Email Notifications
By default, your form notifications will send you all of the data that was submitted on a form, but if you want to add any additional content, you can do so by editing the MESSAGE field. You will notice a code that says { all_fields }, this is the placeholder code that will then be swapped out with the submitted information. We would suggest you not remove the all-fields, but you certainly can if you want to.
Step 8: Don’t forget to SAVE YOUR FORM!
When you have completed your changed and edits, be sure to SAVE SETTINGS on your form or your changes will not be saved. As soon as you update your form, no further action is necessary, the changes will already be live and active on your website’s forms.
Notifications for the Submitter (User / Visitor)
The sender (submitter) of the form can also receive email notifications. By default, this is turned off on most of your forms, but it is very easy to implement if you wish. Remember these are the email confirmations that the visitor will receive after submitting a form.
Activate / Deactivate User Email Notifications
To activate or deactivate the User Notification Emails, check or uncheck the “Enable email notifications to users” box.
Specify where to send the User Confirmation emails
As long as the form you are working with has a field requesting an email address on it (found under advanced fields when you are editing a form), you will see a drop down with options on where to send your email confirmations. In most cases you will only have one email address on the form and that will be your only option, but in some cases your forms may ask for multiple email addressees (family registration form for example) and you will need to specify which email gets the confirmation.
Changing the FROM NAME and Reply to emails
By default, the confirmations that your users receive will come from the name “Digital PTO” and if a user replies, it will be sent to the initial email address we had on file for you. If you would like to change either of those settings they can be done in the FROM NAME and FROM EMAIL fields.
Changing the Subject Line of User Email Notifications
If you would like to change the subject line of the emails that are sent to your visitors, that can be done in the SUBJECT field. You can manually type a subject in, and you can also add dynamic fields based on what the user submitted. In the example above, if the submitter’s last name is SMITH, the subject would say “Thank you for registering the Smith Family”. The dynamic variables for all forms can be found in the drop down that says “Insert form Field”.
Changing the body (content) of the User Email Notifications
If you would like to add a custom message to your email confirmations, you can add that under the MESSAGE field. These custom messages can be reminders about what they need to complete next, thank you’s for submitting, etc. Additionally, if you would like to add a copy of everything the user submitted, select the { all_fields } option from the “INSERT FIELD FORM” and everything that was submitted will be added to the email confirmation.
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