Sending a form submission acknowledgement via email

Last update: May 24, 2024

CREATED FOR:

  • Admin
  • User
  • Developer

Adaptive form data submission

Adaptive forms provides several out-of-the-box submit actions workflows for submitting the form data to different endpoints.

For example, the Send email submit action sends an email on successful submission of an adaptive form. It can also be configured to send the form data and the PDF in the email.

This article details the steps to enable the Email action on an adaptive form and different configurations it provides.

NOTE
You can also use the Send PDF via email option to send the completed form by email as a PDF attachment. The configuration options available for this action are the same as the options available for the Send email action. The Email PDF action is available only for XFA-based adaptive forms

Send email action

The Send email action enables an author to send email automatically to one or more recipients on the successful submission of an adaptive form.

NOTE
To use the Send email action, you need to configure the AEM mail service as described in Configuring the mail service.

Enabling Send email action on an adaptive form

  1. Open an adaptive form in edit mode.

  2. In the Content tab, select Form Container and select configure to view the adaptive form properties.

  3. In the Submission section, select Send email from the Submit Action drop-down list.

    Submit actions

  4. Specify valid email IDs in the To, CC, and BCC fields.

    Specify the subject and the body of the email in the Subject and Email Template fields, respectively.

    You can also specify variable placeholders in the fields, in which case, the values of the fields are processed when the form is successfully submitted by an end user. For more information, see Using adaptive form field names to dynamically create email content.

    Select Include attachments if the form includes file attachments and you want to attach these files in the email.

    NOTE
    If you choose the Send PDF via Email option, you must select the Include attachments option.

  5. Click save to save the changes.

Using adaptive form field names to dynamically create email content

The field names in an adaptive form are called placeholders that are replaced with the value of that field after a user submits the form.

In the Send email action, you can use placeholders that are processed when the action is performed. It implies that the headers of the email (such as To, CC, BCC, Subject) are generated when the user submits the form.

To define a placeholder, specify ${<field name>} in a field after selecting Send email as the Submit Action.

For example, if the form contains the Email address field, named email_addr, for capturing the email ID of a user, you can specify the following in the To, CC, or BCC fields.

${email_addr}

When a user submits the form, an email is sent to the email ID entered in the email_addr field of the form.

NOTE
You can find the name of a field in the Edit dialog for the field.

Variable placeholders can also be used in the Subject and Email Template fields.

For example:

Hi ${first_name} ${last_name},

Your form has been received by our department. It usually takes ten business days to process the request.

Regards

Administrator

NOTE
Fields in repeatable panels cannot be used as variable placeholders.

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