Conditional email

Admins and Designers can set up this automation in any form so that the PDF is sent to the right person based on the field value that is captured in the submission.

Although this email is sent based on conditional circumstances, it is powered by Reference Data. First, you need to properly format the Reference Data file.

Reference Data file

For this example, we’ll use only two fields: the parent field and the email field. Choose a parent field users can easily identify, such as the name of the supervisor or department that should receive the PDF.

Google Sheets makes it easy to keep the file current when email addresses change or stakeholders are added. If you already have a spreadsheet with this data, use it rather than creating another file to maintain.

Configure the fields

To set up an email field in the Advanced Form Builder:

1. On the right side of the Forms page, in line with the form you wish to edit, click Edit.
2. Add a Dropdown field using your preferred method and Label the field clearly.
3. On the left side, in the Field Settings, map this field to the first column in the Reference Data.
4. Add a Text field using your preferred method and Label the field clearly.
5. On the left side, in the Field Settings, expand Format and select Email.
6. Turn on Always email submissions to this address?
7. Under Reference Data, map this field to the second column in the Reference Data.
8. (Optional) If you don't want users to change or see the field:
   • Turn on Read Only
   • Turn off Form Visible.
9. In the upper-right corner of the Builder, click Save, then Test the field, and click Publish and Assign to users.