Configuring Form Notifications

There are two email notifications that could be triggered when a form is submitted. It is optional to enable either notification.

1. E-mail notification - Sent to someone at the club, this will include information that was submitted in a form.
2. Autoresponder - Sent to user that submitted a form, to thank them for submitting the form.

Select one of these options for more details. 

• E-mail Notifications

• Autoresponder

• Personalize Notifications

• Use Custom Layout

E-mail Notifications

Each time a form has been submitted an email notification can be sent to at least one email address with all the form information in the body of the message. The following areas in the email notification can be customized: from email address, subject line and body of the message.

To make changes to the E-mail Notifications section of an existing BizForm

1. Log in to the club's ClubHouse Online website with an Administrator user account and access Club Central.
2. From within Club Central, click Planet icon (Open Application List) at the top left.
3. Select Content Management > BizForms from the Applications list. 
4. Select the pencil icon (Edit) beside the Form name to be edited.
5. Select E-mail notification from the left navigation.
6. Send Form Data to E-mail: Select the checkbox to send the email notifications, this will enable the following fields:
   • From e-mail: Enter the email address that will display as the sender of the email notification.
   • To e-mail: Enter the email address to receive the email notification. Additional email addresses can be entered by using a semi-colon (;) to separate the email addresses.
     ^Note: The From and To emails entered should be different email addresses, to ensure the email isn't caught in spam filters or a junk email box.
   • Subject: Enter the subject line to be displayed when the email notification is received.
   • Attach uploaded documents: Select checkbox to include any files uploaded as part of the form submission in the email notification. This option only works if the Upload file field type was added to the form. 
   • Use custom layout: 
     • Unchecked: The body of the email notification, will list all the field information submitted in the form in the order they are arranged in the BizForms > Fields section, it will also include the date and time of when the form was inserted and updated.
     • Checked: The Generate table layout button and content editor will display, along with available fields to manually insert the labels and values to be included in the email notification. To customize how the submitted data will display, see Use Custom Layout details below.
7. Click Save at the top, to apply changes.

Image shown below is a sample of the email notification when it is sent to someone at the club with personalization added to the from email and subject fields. All the field data submitted with the form will be listed in one column in the body of the email. To change the email or subject, see Personalize Notifications details below. To customize how the submitted data will display, see Use Custom Layout details below.

Autoresponder

The Autoresponder section allows an email notification to be sent to the user after they submit a form. As long as the form is capturing (and validating) an email address, the Autoresponder can be enabled. An automated email will be sent to the user to thank them for submitting the form and it could even include the submitted data in the body of the email. If an autoresponder is not required select (do not send confirmation).

To make changes to the Autoresponder section of an existing BizForm

1. Log in to the club's ClubHouse Online website with an Administrator user account and access Club Central.
2. From within Club Central, click Planet icon (Open Application List) at the top left.
3. Select Content Management > BizForms from the Applications list. 
4. Select the pencil icon (Edit) beside the Form name to be edited.
5. Select Autoresponder from the left navigation.
6. Confirmation e-mail source field: Select the email source field that was used to capture the user’s email address. Usually it would be E-mail. If an autoresponder is not required select (do not send confirmation) from the drop-down list.
7. From e-mail: Enter the email address that will display as the sender when the autoresponder email is sent. The same email address entered in the E-mail notification section From e-mail: could be used again here. 
8. Subject: Enter the subject line to be displayed when the user received the autoresponder email. The subject line can be personalized by utilizing field information captured within the form, such as the name of the person who submitted the form.
9. Use the What You See Is What You Get (WYSIWYG) Content Editor to create and format the message. 
10. Click Save at the top, to apply changes.

To customize the subject line with data submitted, see Personalize Notifications details below. To personalize the autoresponder with data submitted, see Use Custom Layout details below. 

Personalize Notifications

The From e-mail and Subject fields and body of the message, can be configured to use field information entered by a user, when a form is submitted. The From e-mail can only be personalized in the E-mail notification but the Subject can be personalized in both the E-mail Notification and or Autoresponder sections.

To find field name information to be used for personalizing the From e-mail or Subject 

1. Select Fields from the left navigation, to find the field name.
2. On the left, in the Field Selector box, select the field from the list.
   • To personalize the From e-mail, look for emailinput, or Email field.
   • To personalize the Subject, look for TextBoxControl (First Name, Last Name, Full Name etc...) or any field to be added to the subject line. 
3. General - ​Field Name: 
   • Select and copy the field name.
     • Remember the General - Field name: (emailinput, LName) could be different from what is in the Field appearance - Field caption (E-mail, Last Name).
     • Make sure the field has the Required checkbox selected, otherwise the from email or field information will not be populated with the correct information and the subject link will display a blank space.​
4. With the field name(s) copied, go back to the Email Notification section

From E-mail

This option will only work if the E-mail field was added to the BizForm. The data submitted in the E-mail field can be used to populate the From e-mail field in the Email Notification section. When the recipient of the form submission receives the email notification, the From Address will appear as the address that was submitted on the form. This can only be personalized in the E-mail Notification section.

To personalize the From e-mail:

1. Select E-mail notification from the left navigation.
2. From e-mail: Paste the email field name from the Fields - General section (emailinput)
3. Add the parentheses { } and percent % signs around the field name as it appears in the image below. The From e-mail (sender) of the email notification, will auto populate with the email address the user entered when the form was submitted. 
   • The value inside the two parentheses must match the email Field Name. To find and/or change the field name for a specific field, navigate to the Fields section - General - Field name. 
4. Click Save at the top. 

Subject

The Subject field could be personalized with more than one field name. This can be applied to both the E-mail notification and Autoresponder sections.

To personalize the Subject line.

1. Selecting E-mail notification or Autoresponder from the left navigation.
2. Subject: Type the subject line and paste the field name from the Fields - General section (LName)
3. Add the parentheses { } and percent % signs around the field name(s) as it appears in the image below. The subject line, will auto populate with any information that the user entered for those fields when the form was submitted. 
   • The value inside the two parentheses must match the Field Name of the appropriate field. To find and/or change the field name for a specific field, navigate to the Fields section - General - Field name. 
4. Click Save at the top. 

• In the image above, the first and last name were entered in two separate fields and the first name field was created using the Form Builder. Since the General - Field name was not changed, the code entered in the Subject line is TextBoxControl_1 to represent the first name. Since the last name was created using the Fields section, the field name was changed to LName instead of having to select TextBoxControl_2.
• If the first and last name were to be entered into one field, the subject could look like the image below, where only one field is added with the brackets and percent signs around the word Name. 

The image below is showing the General - Field name that was changed from emailinput to Email before it was added to the From e-mail field with the brackets and percent signs.

Using the settings in the above image for the E-mail Notification, if the form was submitted with:

• Email field: [email protected]
• Name field: Jane Smith

This is what the email notification would look like when it is sent to the [email protected] inbox. 

Use Custom Layout

The content that is sent in the body of the notification can be customized for both the E-mail notification and Autoresponder sections. 

• For the Autoresponder section, the Generate table layout button will display above the content editor automatically.
• For E-mail notification section, the Generate table layout button and content edit will only display after the Use custom layout: checkbox is selected.

By default, in the E-mail notification section, all the recorded data fields will be listed in one column with one data field on each row. The fields can be formatted in any order or even in two or three columns if the club prefers. For example, the first name field on the left and last name field on the right.

To add fields manually to the layout, use the Available Fields option:

1. Place cursor in empty area within the Content Editor.
2. Select one of the fields from the Available Fields: box.
   • Click Insert Label - This will insert the code for the field in the content editor so that the Field Caption will appear on the form.
   • Click Insert Value - This will insert the value of the Field the user entered when they submitted the form.
3. Repeat the process to add additional field information into the notification.
4. Add additional text, images or links if applicable.
5. Remember to click Save at the top.

In the image below, the personalization is shown in the Autoresponder section. The first and last name were entered in two separate fields and the first name field was created using the Form Builder. Since the General - Field name was not changed, the code entered in the Subject line is TextBoxControl_1 to represent the first name.