Back to Webforms: Setting Up Email Notifications Video
welcome in this part of the webform
video series we're going to talk about
how to set up email notifications now
there's two reasons why you might want
to set up email notifications one of
those is if you want to receive a
notification every single time someone
submits a form the second reason you
might want to set up a notification is
if you also want to send out like a
confirmation email to the person who
filled out the form so in this video I'm
going to show you how to do both first
thing you'll need to do is navigate to
your actual webform and to go there
you'll have to go to structure and web
forms and then you'll scroll down to
whatever form you want to add emails to
in this case I'm going to add emails to
this guy right here for schedule ride
all right and then you're gonna click on
the Settings tab next go up to emails
and handlers and as you'll see when you
come here if you don't have any
notifications set up this is what its
gonna look like on the back end there's
literally nothing here so to add our
first email let's go ahead and click on
add email
okay so the first thing you'll need to
do is give the setting a name now it can
be whatever you'd like it's not going to
show up to anybody else you're only
gonna see it on the back end here but
you wanted to be descriptive so you know
what the purpose of this email
notification is so I might put something
like form submission notification next
thing you want to do is is you're gonna
have to set how the two settings are for
your email so who do you want to send it
to in this case we're going to want to
make sure that we change the sight mail
option here by clicking the drop down
and selecting custom - email address and
what you'll put here is the actual email
address that you want to receive the
notification - so in this case I'll put
my own email address okay if you'd like
to you can also do the same thing to cc
or BCC someone on that same email in the
from section here you can actually leave
this at the default and what it'll do is
it'll send an email message from no
reply at www.weather.gov/bmx system
setup where you have your own no reply
option that you want to add then you can
do the custom email address here as well
site name is how the names going to
appear within like the email client so
if you wanted to customize that you
could add that here by choosing custom
from name and then the last part you're
gonna customize is the message now by
default the message is gonna grab
whatever the current date is of the form
submission the username of the person if
they're logged into your website and
then it'll grab default values from the
actual forum itself and so most people
probably don't want this here for the
user because you know 99 percent of
people who are submitting in forms on
your site are not going to be logged in
so
what I'm gonna do is I'm actually going
to customize this there's really no harm
and leaving it where I'll just end up
happening is if nobody's you know logged
in then this submitted by will have a
blank here where this token goes but if
you want to change it up a little bit
what you can do is you can go to a body
and click on defo and we're going to
click on custom body
so it should pop up like this and what
I'm going to do is I'm just going to
remove the parts that I don't want and I
can edit the parts in that I want to
change so I'm going to remove it
submitted by user
and then maybe I want I might want to
add like a little personalized message
here so I might put something like
that that's really all you need to
change you know maybe you can put like a
signature at the bottom or something
like that but otherwise this looks good
here now this token right here what this
does is it this grabs the actual
responses in the fields on your form and
so you can customize which responses are
included in this drop-down right here
for included email values markup you can
check and uncheck the different fields
that you want to have included in your
email notification so depending on what
you want to share you can share
everything you can share nothing that's
really up to you after you're done
setting all your stuff and click Save
and there we have it our first email
notification now you can repeat those
steps if you need to add you know
multiple notifications that go out to
various people you can even go as
in-depth as setting up conditional
formulas so that emails get sent sent
out to particular people depending on
what you know what what responses are in
certain fields on the form we won't go
through that in this video but just to
show you that's how you set up a basic
notification email to someone at your
agency or or one of your departments or
whatever now like I mentioned beginning
the video there's also another reason
why you set these up and that's to set
out sort of like a confirmation email to
the person who fill out the form now
there's one key difference it's gonna be
almost the exact same process but one
key difference is that this since this
has to go out to the person who filled
out the form you need to have an email
element on your web form so when I click
view here you'll you'll see when I
scroll down there is an email address
field and particularly if I click on
build
and scroll down you'll see that this is
an actual email element so it's not just
a field that I named email this is a
particular element that I added for
emails and so that needs to be on the
form and you also probably want it to be
required otherwise if somebody skips
over it that means they're not going to
get the confirmation message so to set
this up what I do is go back to settings
and go back to emails handlers and I'm
going to add another email in this case
I'll rename this okay and in this case
the main difference is when I select the
two email address I'm going to go down
to elements and I'm going to choose
email address the one that corresponds
to that email element everything else
you can set however you like it can be
exactly the same indifferent you can
choose to share none of their responses
or all their responses all the stuff is
going to be the same when you're done
just click Save
all right and so now you'll see you'll
have two emails set up here and that's
why it's important to have that
descriptive sort of title when you're
first initially setting up your
notification so yep that's it that's the
basics that's how you set up email
notifications in the new CMS platform