"I want every submission to be sent automatically as a PDF to a specific email once submitted. How can I implement this?"
To send every submission automatically as a PDF to a specific email in Clappia, you need to configure a print template for your form and then set up an Email Workflow node under the Workflow tab. This sends the dynamically generated PDF to your chosen recipients immediately after submission.
Why Sending Submissions as PDF to Email Matters?
Automatically sending submissions as PDFs ensures that form data is captured in a professional, easy-to-share document. It facilitates speedy communication, easy backups, and record keeping without manual effort. This automation improves operational efficiency and ensures consistent data delivery to stakeholders. For examples of how automated workflows improve business operations, see automate your business processes with workflows.
How Sending Submissions as PDF to Email Works
Clappia leverages dynamic printing where you design customized print templates to merge submitted form data into PDF documents. Once the template is set, an Email Workflow node in your app’s workflow automatically sends the generated PDF to specified email addresses upon form submission. You can customize the subject, body, and recipients of this email notification. The PDF can be previewed anytime from the submissions tab by clicking the PDF option.
How to Send Submissions as PDF to a Specific Email Automatically in Clappia
Step 1: Configure Your Print Template:
- Create a print template that defines how the PDF output will look by merging form field data with your document layout.
- Use variable names from your form fields to dynamically populate the PDF content (including text, images, and signatures).
- Save and enable the print template for your app (this is a premium feature).
Step 2: Set Up the Email Workflow Node:
- Go to the Workflow tab of your Clappia app builder.
- Add an Email Workflow node and connect it to the form submission trigger.
- Customize the email details — specify the subject, email body, and recipient address(es) where you want the PDF sent.
- Ensure you select the option to include the PDF attachment generated by the print template.
- Save the workflow and publish your app.
Step 3: Test the Automation:
- Submit a test entry in your live app form.
- Verify that the recipient receives an email with the PDF attachment reflecting the submitted data.
- If needed, refine your print template or email workflow settings based on output and notification delivery. Guidance on workflow email setup can be helpful.
Practical Use Cases
- Invoice Generation: Automatically generate and email PDF invoices to clients after order forms are submitted.
- Inspection Reports: Send detailed PDF inspection summaries to supervisors and clients right after an inspection checklist is submitted.
- Attendance Records: Distribute daily attendance PDFs to HR or managers immediately after staff check-in forms are completed.
Advanced Configuration Options
- Customize Email Sender ID: Set up app-level SMTP settings to send emails from your own email address instead of Clappia’s default.
- Dynamic Email Recipients: Use variable email addresses collected in the form to send submissions to different addresses dynamically. Learn more about advanced form building techniques.
- Multiple Attachments: Combine PDFs or add other files to the email workflow using advanced workflow configurations. Related insights on attached files block.
Troubleshooting Common Issues
- PDF not attached: Verify that the print template is correctly linked and enabled, and that your email workflow node is configured to send the PDF. Check the dynamic print guides.
- Emails not received: Check SMTP or email spam filters, and confirm recipient email addresses are valid. Refer to SMTP configuration troubleshooting.
- Print template errors: Confirm all form variables used in the template exist and match the field names exactly.
Best Practices for Implementation
- Keep templates clean and readable to ensure PDFs look professional.
- Test workflows thoroughly with various form submissions before full deployment. Testing tips are available in workflow efficiency guides.
- Document workflow configurations for easier maintenance and updates.
- Regularly update recipient lists in the email workflow to avoid delivery failures. For managing recipient data, see effective data management.
Conclusion
Using Clappia’s print settings and workflow automation, sending submissions as PDF attachments to emails can be seamlessly implemented. This eliminates manual processing and ensures timely, professional communication with relevant stakeholders. Following the outlined steps will enable efficient setup and operation of this valuable feature.
Related Resources & Further Reading
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