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You can set up separate email alerts per each form submission made by a respondent. Each email sent can have its own subject line, text body, list of recipients and sender's address. You can also send emails with attachments.

To set up an email alert do the following:

1. Press the Email Alerts button located in the top bar in the edit mode of your form:

2. In the window that appears, click Add Email Alerts to set up the settings:

Alert Settings

Here you may set up rules/conditions on when and to whom the alers should be sent. The available options depend on the type of the question that will be associated with the alert.

 Logic type:

You may choose either conditional or unconditional sending of an email alert. If you choose the conditional logic type, some settings will be available depending on the question type used for an alert. 

Conditional (IF)

For the questions with text responses of Single Line, Multi Line type and Numeric Allocation questions:

    • Select answer choice based on which email alert should be sent.
    • Specify the alert condition (does/ does not/ is empty/ is not empty).
    • Specify the entry type for does and does not conditions. match looks for the whole word. contain looks for the sequence of letters within a word. If using contain option you need to create new email alert per each word or sequence of characters.
    • Enter the word(s) or characters you are/are not interested in. Use space as separator if your alert setting will be based on more than one word.

For the questions with multi-choice responses of Pick One or Other, Pick One with Comment, Check All That Apply, Dropdown Box, List Box types:

    • Select the responses you want the email alert to be applied.

    • If you select multiple responses for the questions of Pick One and Dropdown Box type, email alert will be triggered either on one response or another.

    • If you select multiple responses for the questions of Check All That Apply and List Box types, email alert will be sent only if the combination of these responses will be used by the respondent.

For the questions of the Rate Different Items Along the Scale of Choice type:

    • Select responses upon which the email alert will be sent. If select multiple items, the OR logic will be applied. This means that the alert will be sent if at least one item is selected by survey respondent.

ALWAYS (unconditional)

Email alert may be also sent unconditionally upon a form/survey submission. To do this, use the Always logic type.

 Alert type:

If To respondent is selected, the email alert will be sent to an address provided by a respondent.

If distributing the form via the Master URL link, be sure to apply the Respondent's email setting to the answer option used for collecting email addresses.

This setting can be used onlyonce per form.

If To form owner is selected, the email alert will be sent to an email address associated with your account/other address you specify.

If To another person is selected, the email alert will be sent to an email address you specify. 

Alert name: Create a name for your alert; the name should be unique per each question used.

Composing Alert Text

See the Compose Email help chapter for the detailed information.

  • If you are in Alert to other person mode, list the email addresses to which this particular alert should be sent using the To and Bcc fields. Separate multiple email addresses with commas.
  • If you use Bcc field to send blind copies, it is recommended indicating these email addresses within the To field as well, because some SMTP servers may ignore the Bcc field.
  • You can use Piping within the Email Alerts. Please keep in mind that you can use only one piping reference for the 'To' and 'CC' fields. For more details consult the Piping help chapter.
  • If you import additional information using the Autofill feature you can use the [Fx] tags.
  • Respondents who receive email alert can view only their particular report by clicking the link to it within the email alert body. This means that the 'View by Respondent' mode does not have navigation to other responses in opposite to when you insert email addresses directly in the Email alert to field, thus all the survey responses can be viewed using navigation buttons. Respondents do not have an ability to edit or delete their responses. The Edit and Delete report controls are displayed to the report viewer who is logged into the system within the same browser session only. They are not available for third-party viewers. For more info see the Report help chapter.

Press Save to save your settings and return to the Email alert pop-up.

  • You can set up alerts to go out to respondent and to specified addresses at the same time. To do it you need to go through setup procedure twice in different modes.
  • Email alert to respondents can be sent if you launch your survey via our email distribution system and your form is not anonymous.
  • Email alerts cannot be sent if your responses have been uploaded with the help of Upload Responses feature.
  • You can send email alerts to respondents who have taken the survey via Master Link. For details consult the Respondents' Email help chapter.
  • When testing your survey using the Test Survey feature real email alerts will be sent to indicated email addresses.
  • Email Alerts are sent once the respondent has clicked the Submit button.