Email & export settings
In step 3 you define whether an email is sent automatically after a form is submitted – with what text, what attachment (PDF or Word) and to whom. All three sections can be configured independently of each other.
1. Define email text
Enter the desired text in the Email subject and Email body fields. Both fields support dynamic placeholders – for example, the customer name or form date can be inserted automatically into the subject line. The available placeholders can be found via the link above the fields.
2. Define email recipients
The three options can be used individually or in combination:
User who completed the form: The employee who sent the form automatically receives a copy to their account email address.
Address contained in this field: If your form contains an input field of the type “Email” or a selection field with email addresses, you can select that field here. An email will then (additionally) be sent to the address entered or selected in that field – ideal for automatic customer confirmations.
Additional recipients: Fixed email addresses that are always notified on every submission – for example a central office address or a distribution list.
3. Email attachment & Word export template
To send forms as a PDF or Word document in your own corporate design, upload a Word export template (.docx). This template contains placeholders for the form fields and can be designed freely – with headers and footers, tables, your logo and company colours.
To get started, use the “Use example template” button to test the export with a default template. The example template also provides a ready-made list of all available placeholders for your form.
How to create your Word export template:
1. Download the example template – it lists all placeholders for your form (derived from the field names defined in step 1, plus system placeholders such as date, time and username).
2. Open an existing Word file in your company design (format: .docx, not .doc) or create a new one.
3. Insert the placeholders at the desired positions – including inside tables. Text and design can be adjusted freely.
4. Upload the finished template here.
Special case: Expandable group
For fields inside an expandable group, a start and end placeholder must be set:
#group_name#
#field1#
#field2#
#group_name#
As a table:
| #group_name# | |
| #field1# | #field2# |
| #group_name# |
For each data record added during filling, an additional row is automatically inserted in the export document.
Adjusting image sizes in the export
Photos, drawings and signatures can be scaled to a specific size in the template. The desired width (w) and/or height (h) is specified in pixels directly after the placeholder in square brackets. Recommendation: specify only one dimension to avoid distortion.
[w:200]
[h:200]
[w:200;h:150]
The filename of the email attachment can also be defined individually – using static text, placeholders or a combination of both. The export file (PDF or Word) is automatically attached to the email when the form is sent, and can also be downloaded from the web interface.