27Sep, 2016
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Automatically sending your custom reports by email

Sending your reports by e-mail from a smartphone is one of the strengths of Kizeo Forms! Take advantage of it!

Automatically distributing your reports by e-mail

Thanks to its options for sending an e-mail, Kizeo Forms allows you to distribute the information collected on site directly to your colleagues, employees, sales staff, partners, customers etc.

You will save time, the need for call-outs and the responsiveness within your organisation.

After this tutorial, the e-mail options will no longer be a mystery to you!

When do you send it?

The e-mail is sent when the user, in web entry or mobile entry, clicks on Save.

You can re-send e-mails automatically from Data > History, by clicking on the iconE-mail icon

Step 1. Configure the recipient(s) of the email.

  • Go to Configuration, Forms tab
  • Select your form.
  • Go to Options in the form and then to the E-mail tab.

Visit the general forms options and go to the email tab.

Option 1.

The first scrolling menu allows you to choose the e-mail address contained in a field, you must choose a field here in which an e-mail will be entered by the user.

Email address contained in a field settings.

  • Choose the field where the user will type in the recipient’s email address within the drop down menu:

Select the field where the email address will be typed in.

Option 2.

Under the first option, a text area is located, in which you can insert the address or addresses of one or more contacts. These addresses must be separated by commas and without spaces.
For example: [email protected],[email protected],[email protected],[email protected],etc.

At this point, you can also insert the tag or tags or one or more fields. So the address contained in this field after the entry will also be used to send an e-mail. Help on tags.

You can mix fixed e-mail addresses and tags.

 

Insert email addresses.

TIPS OPTION 1 AND 2 :

  • If you want several e-mails to be entered in the same element, you must choose the Input Field element. This field will be of text type and the e-mail addresses will have to be separated by commas. For example, this is a piece of information that you can report to the user using the help text which will be found in the properties in the display.

  • You can define a list of contacts for sending e-mails. This list will be, for example, the list of your colleagues. This list is to be created in a List or External List component. It must be defined as in the following example: ‘Name of contact <contactemailaddress>’ On the mobile, the user will see the names and e-mail addresses.

Set up a contact list of email addresses.

  • If you do not want the e-mails to be visible on the mobile, you must enter a code:label list. For example: “[email protected]:Jack Torrence”. In this case, the e-mail will be sent from “[email protected]” and the user will see only Jack Torrence on the mobile.

Define a contact list with code and label.

Option 3.

It is also possible to send the form to the ‘User that completed the form’, for which you have to check the option. The e-mail address taken into account is that which you have saved in the user form (in the Configuration menu, Users tab).

check the box 'user who completed the form'

Step 2. Determinate the format of the document to be sent.

The format or formats for sending the e-mail must be checked:

Check the box corresponding to the format you wish your document to be sent.

Step 3. Customize the subject and message of your emails.

You can edit the subject and a fixed message by writing your text in the Subject and Message areas of the e-mail.

And you have the possibility of configuring (and therefore customizing) this information with dynamic tags, see Tag Help.

  • Insert tags in the place desired. In our example, we wish the surname and first name of the contact to be replaced by the information provided in the field. The same is done for the date.

Customize your email subject and message and add dynamic tags.

Note: You can insert your photos directly into the message of the e-mail by inserting the tags for your photo fields. On the other hand, you cannot insert tags corresponding to a drawing or an audio file.

  • Close and Save the for.

Here is a preview of the e-mail received by our contact Jack Torrence :

Other email option : Attached files.

You can attach a PDF file to your e-mail.

This document will appear as an attachment to all e-mails sent and will only be visible to the person that will receive the e-mail. The user of the application does not see this document when entering.

Note : This function is only available after you have saved your form at least once!

  • Click Browse and select your PDF file.

Click browse to select the PD file you want to attach to your email.

  • Close and Save votre formulaire.

 Do not hesitate to comment on this article!
All your questions, comments and suggestions are most welcome!

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