Entries Coming to An E-mail Account


When you use ActiveForms on a smaller scale and don’t need to create a client application for processing entries, you can use simple integration with an e-mail account.

Entry export configurations are created for each form separately. Choose Main Menu -> Forms -> Form Selection -> Mail notofications -> Switch on to enable e-mailing and specify the following information:

  • the email address to which entry data is supposed to be sent
  • CC and BCC addresses, if necessary
  • the subject of e-mail messages
  • the body text (e.g. “A new order form has arrived…”),
  • the format for the entry data,
  • whether a possible attachment should be encrypted
  • whether the entry should be deleted from the ActiveForms database after it has been emailed

Data format

Data can arrive directly in the email body or in an attachment (TXT, CSV, XML). For attachments, you can specify that they should be encrypted. This requires uploading your public PGP key to the ActiveForms system.

If you decide that entry data should be deleted from ActiveForms after it has been emailed, you have to ensure that the person or system receiving the email messages doesn’t lose the data. In general, the email system is not transactional, so if you want to be absolutely sure you won’t lose your entry data, you should delete them manually.

How does it work in details

The following principles apply to the general entry emailing mechanism:

  • Email messages are generated every 10 minutes.
  • Each entry is sent out in a separate email message.

Each e-mail configuration field (recipients, subject, content) can have tags like $fieldcode$. While generating an email message, such values will be replaced with the field value from the entry that is being sent. This allows you, for example, to specify the first and the last name of the entry sender in the message subject — a very helpful feature for people receiving entries via an e-mail account.

Basically, all e-mails are sent from ActiveForms domain - but there is a way how to configure your own one.

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