The Wufoo Blog

The Skinny On Wufoo’s Automated Emails

By Jen Bjers · January 14th, 2014

Happy New Year, form fans. We’re ready for another great year of tips, tricks and form wisdom here on the blog so be ready. If you’re a newbie, then today’s installment is a great tutorial on the various automated emails you can send using Wufoo. If you’re a seasoned pro, then this will be a nice refresher course.

Let’s begin…

In Wufoo, there are several automated emails that can be sent once an entry is submitted. If you’re collecting payments, then you’ll have the option to customize a receipt email as well. *Note: Wufoo was was not designed for email marketing. Thus, it’s not possible to compose and send custom emails out of Wufoo. This is where our powerful integrations come in. We integrate with MailChimp and Campaign Monitor so that you can get your email marketing campaign off the ground in a snap.

Here’s a breakdown of our different email types.

Standard Emails:

Notification

The Notification email is intended to notify form admins of new entries as well as new comments appended to entries in the Entry Manager. You can add multiple recipients to the Notification email if you’d like; simply separate each email address with a comma. *Note: This type of email cannot be customized. The email will contain the form name and entry information for all fields that have input. If a field is left without input or hidden with rules then it will not be included in the body of the Notification email. Customization options are available for the From Name/Company Name and Subject line.

Sample Notification Email

If you have a long list of admins that should receive the Notification email, then it’s important to know that there’s a 255 character limit for the number of email addresses you can input in the setup. You may need to trim the list of “need-to-knows” to fit within the character limit. As a workaround, consider creating a forwarding group address on your email server and curate your email list there. Last step? Add that single group address within Wufoo.

Entry Email

You can email the entry data directly out of the Entry Manager to the recipient of your choosing. This email is similar to the Notification email and will contain all entry data: the submitted data, IP address, date created and a permanent link to the entry in the Entry Manager.

Confirmation

The Confirmation email is intended to confirm with the person that has submitted the entry that the entry was received. The email body is customizable for you to add your message. Styling the email, including adding a logo or other images, is possible using HTML. You have the option to Include a Copy of the User’s Entry Data as well. Furthermore, you can customize who the email is being sent from – using either your name or the name of your company, organization, school, team, etc.

The email is always sent from no-reply@wufoo.com or apache@wufoo.com. *Note: The origin email address is not customizable. Additionally, it’s not possible to customize the subject line of the Confirmation email either. The standard subject line is Form Name and the Entry ID. If you’d like to have customizing capabilities for the Confirmation email then you’ll want to set this up using a Form Rule Confirmation.

Sample Confirmation Email

Important: The Notification and Confirmation emails are sent when the entry is submitted. This happens prior to payment processing. Be careful with wording in your Confirmation Email not to confirm that payment has been received. It’s possible for the person to submit the entry but not complete payment. Your confirmation email should note that a receipt email will be sent once payment is processed.

Payment Email:

Custom Receipt

If you’re integrating for payment with Stripe, Braintree, PayPal Pro or PayPal Payflow Pro, Authorize.net, or USA ePay then you can fully customize a receipt email sent to the user once the payment has been processed. Your Name/Company Name, Subject Line, Message, Reply To, and Footer are fully customizable. The email will also include the transaction information (Purchase Total, Date, and Transaction ID). The theme applied to your form will pass through to the styling of the receipt email as well.

Sample Receipt Email

Form Rules:

Via Form Rules, you can create Custom/Conditional Confirmation emails as well as Conditional Notification emails. For example, say you’re providing a contact form to your customers. You have three departments that customers may need to contact: Sales, Marketing, and Support. If the customer selects Sales from a drop-down or multiple choice field then you can send a custom confirmation email specific to a Sales lead. You’ll also be able to send the Notification email to the Sales department so they’re aware of the incoming lead. Follow suit for the Marketing and Support departments.

It’s important to know that you may send one confirmation email to one email address input in the form (both standard Confirmation setup or via Rules). Additionally, only one rule (the last rule met in the list) will fire off the Confirmation and/or Notification email. For example, if you have a checkbox field for Sales, Marketing, and Support it’s not possible to send Notification emails to each department if more than one box is selected.

The last rule that meets the required condition will be the one that sends the email. If Support is the last rule in the list, then the Support department will be the only one to receive the email. Finally, Form Rules trump the standard Confirmation and Notification setup in Form Settings and Notifications.

And that’s a wrap, form fans. Before we sign off, I leave you with this little gem…until next time!

Signed, Sealed, Delivered.

This entry was posted 3 months ago and was filed under Tips & Tricks. Comments are currently closed.

Comments

  1. Aku Cinta kamu

    Posted 3 months ago by rhyno.
  2. The form rule confirmation link is broken.

    Posted 3 months ago by David.
  3. Can I send the user a url passed in a hidden form field via a receipt?

    For instance, I want to have a “donate and receive a pdf of the latest magazine issue”. I want to pass the url of the issue in a hidden field so that when the user receives the receipt email, they will have the link to download the pdf of the latest issue. If I can’t customize the receipt with the hidden field, can I make the confirmation email send after the receipt?

    I realize that this is not completely secure because people can look at the code to discover the pdf url, but it’s good enough.

    Posted 2 months ago by Philip.
  4. One other question…

    Can I use the same for for each magazine? In my form I would pass the magazine title and date via hidden fields, so when they purchase the magazine it is unique to that issue. OR do I have to create a form for every issue of the magazine separately.

    Posted 2 months ago by Philip.
  5. @David: thanks for the heads up, fixed the link.

    Posted 2 months ago by Johan Lieu.
  6. @Philip: For your first question, yes, you can send data from a hidden field in the confirmation email to your users. You can just reference the field ID for your hidden field when customizing your confirmation email.

    Posted 2 months ago by Johan Lieu.
  7. @Philip: And for your second question, you can pass in parameters such as the magazine title and date and have it paired to the hidden field, but you’d have to pass in the entire URL to the field which might be a problem since the parameter will be exposed in the URL itself.

    Posted 2 months ago by Johan Lieu.
  8. Il would be such a great feature to prevent confirmation email if payment is enabled and required on a form. Most of my time is spent following clients who thinks their purchase is reserved because they received an email, and skipping the paiement.

    Posted 2 months ago by Matt.
  9. Can a confirmation email to a submittee create an admin user of them? Thus allowing them to tre-edit their entry(yes) if needed.

    Posted 2 months ago by Ken.
  10. Can an automatic email be sent to a customer whose payment didn’t go through to notify them that their payment failed?

    Posted 2 months ago by Shazia.
  11. Can you set up a rule that emails particular people based on a selection made in a drop down list ?

    ie if mike completes a form from his ipad and selects his name form the drop down list, then a confirmation email is sent to him.

    Posted 1 month ago by Rob.
  • Search

  • About

    The Wufoo Blog is the official online publication written by the developers of Wufoo about their online form builder, form-related technologies, and whatever else may fit their fancy—like robots.

  • Archives