Email Options/Auto-responders/Email Templates

[Olga Pavelko]

Do I need to choose "Mail Template" in "Field options" for every field in my form?

How do I send an auto-responder to the form administrator and the form user?

I do not receive an email confirmation after my forms are submitted.

How do I get a form user email address in the FROM address, so that I can make a reply directly to the user from my email program?

What is the meaning of the buttons Data and Name in the  Mail Templates tab?

I have created a thank you email but when a form is submitted it sends the thank you email to me rather than the submitter. I am assuming I am doing something wrong could you help?

Where do I change the Subject received after form submission in my email?

Can PHPForms send form results to more than one e-mail address depending on which division the customer chooses from a drop-down box, such as "Customer Service", "Sales", "Delivery", etc?

[Olga Pavelko]

Q: Do I need to choose "Mail Template" in "Field options" for every field in my form?

A: No, you don't need to choose "Mail template" for every field. Mail template is used only when you want to send an auto responder or a ThankYou email to the form user.

[Olga Pavelko]

Q: How do I send an auto-responder to the form administrator and the form user?

A: With PHP Forms you can create different e-mail templates (with any text, FROM address, Subject) and use them for your forms.

To send auto-responders to the form owner, you'll need to do the following:

1. Go to the Form Options
2. Select 'Submit to email and/or database'
3. Select an email template for the form. It is recommended that you use Universal Template. You can also create any other templates in the Mail Templates section and then go back and specify this template in the Form Options.

To send an auto-responder to the form visitor, you need to follow these steps:

1. In the Forms List section click on the icon 'Edit/Add fields'.
2. Find the field 'Email' (or another field where users are supposed to enter their email address) and click 'Edit Field'
3. Under 'Field Mail Options' select an email template. You can create a template with any content (e.g. ThankYou message) in the Mail Templates section and then go back and specify this template in the Field Option

[Olga Pavelko]

Q: I do not receive an email confirmation after my forms are submitted.

A: There are several situations that may cause the inability to receive emails from phpForms:

1) if you haven't indicated an e-mail template in the "Form options" section;
 
2) if the FROM field in the e-mail template is the same as the one entered in the form's option. Some servers don’t allow the concurrency of email address (in other words, when the 'From' and 'To' addresses are the same)

3) sometimes the address format may cause the problem. Please try to change it in the template or write it in a brief form (e.g. Info <info@aaa.com> replace with info@aaa.com)

4) spam filter also can prevent mails from being received. Please check the settings of your spam filter.

5) If there is no php mail() function on your server or it is configured in a specific way. You can check it by creating and running through a web interface a simple mail script:

<?php
$r = mail( 'YOUR@email', 'subject', 'test message' );
var_dump($r);
?>

where 'YOUR@email' is your email address.

If after running this script you do not receive an email, you should advise your system administrator about the settings of your server php mail() function.
As an alternative solution, you can use SMTP module that comes in the Pro and Members versions by default. With the help of this module you'll be able to send emails via SMTP.

[Olga Pavelko]

Q: How do I get a form user email address in the FROM address, so that I can make a reply directly to the user from my email program?

A: To do this, you'll need to follow the steps below:

1. In the Mail Template section select the email template that will be used for your forms or create a new template.
2. Select your form from a drop-down menu in the  section  'Forms'
(upper  right). Below  you  will see the forms fields.
3. Here select the field that corresponds in your form to 'Email
Address' and click the button 'Data' (below the fields list);
4. Copy the tag that has been inserted ([field-data#xxxxxx.xxxx#]) to
the FROM - email field.



5. Press "Save" to save the template.

After making the changes the administrator will be able to reply to submitters directly to their emails. Just make sure that you select this modified Mail Template in the Form Options section.

[Olga Pavelko]

Q: What is the meaning of the buttons Data and Name in the  Mail Templates tab?



A: With Name and Data tags you can select what data will be displayed in the email sent after the form submission. When you select a field and click on the button Name, this adds the field name to the message. The same is with the button Data which adds to the message the value entered by users in your form.
Please note, that the email template you modify by Name and Data tags must be used only for the form you selected in the template (you'll need to select this template in the Form or Field Options . The template must be selected only for the fields where users are supposed to enter their email.
If you use PHPForms Pro or PHPFormsMembers and checked "HTML mail text" in the form options, you can also use HTML tags in the Email Templates to add a special touch to your messages.

[Olga Pavelko]

Q: I have created a thank you email but when a form is submitted it sends the thank you email to me rather than the submitter. I am assuming I am doing something wrong could you help?

A: Most likely, the problem is that you selected the ThankYou message in the form options. Please go to the form options and select another template (e.g. Universal). Do not forget to save the changes.

[Olga Pavelko]

Q: Where do I change the Subject received after form submission in my email?

A: You will need to follow these steps:

1. Go to the Mail Templates tab
2. Click on the "Edit Template" icon
3. Enter the required subject in the "E-mail Subject" line
4. Press "Save"

[Olga Pavelko]

Q: Can PHPForms send form results to more than one e-mail address depending on which division the customer chooses from a drop-down box, such as "Customer Service", "Sales", "Delivery", etc?

Yes, phpForms can be used for this purpose. You will need to follow the steps below:

1. Create a new form.
2. In the form options for the field "Send to" select "email" and leave the field "email" blank. You mustn't select an Email template for the form, too. Once you press "Save" click "OK" in the alert message.
3. Go to the field options and add a new field with a "select" type.
4. Press the "Edit items" button.
5. Enter both "Title" and "Value" for each item.
Title will be the department name, e.g. "Customer Service", "Sales", "Delivery". Value will correspond to:
"cust_serv@your_company.com", "sales@your_company.com", "delivery@your_company.com".
6. Select an e-mail template in the field options (under "Field mail options"). This template will be used to send emails to the department selected by a user).
7. Press the "Save" button.
8. Add other fields to your form if needed.