Conditional Email with Reference Data

Sending the PDF to a specific person based on a field in the form is a popular automation that has a lot of impact with very little setup.

Conditional Email

Although this is an email is sent based on conditional circumstances, it is actually powered by Reference Data. So first we need to properly format the reference data file.

Reference Data File

For the sake of example, we will keep it simple with a Parent Field that informs one field value. The parent field needs to be something that your users will easily identify, i.e the name of a supervisor or a department that needs to receive the PDF.

Using Google Sheets is the easiest way to keep this file up to date if emails change or additional stakeholders need to be added at any point. If you have an existing spreadsheet with this data, then you can use that instead of making a completely separate file. The less spreadsheets that have to be updated with every change, the better. Below is a simple example of how this could look.

Configure the Fields

First, add a Single Choice field in the style of Drop Down. Map the field to the first column in the reference data.

Second, add a Text field in the style of Single Line and the format of Email. Map the field to the second column in the reference data and set the Reference Screen and Reference Field to the first field. In our example, this is the screen "Conditional Screen" and the field "Supervisor."

Finally, in the Field Settings for the "Email" field, toggle on Always email submissions so that the email in the field value will always receive a copy of the PDF. An optional step is to either make the field Read Only, if you want the user to see it but not be able to change the value, or make the field invisible on mobile by toggling to the More tab and flipping Mobile Visible off. 

And that's it! Remember to Save and Publish to mobile.