Dashboard > Settings > Modules > Forms
Permissions
Always remember to ensure the correct people have the appropriate permissions to access your company and project data. This can be done per individual or by applying Permission Templates.
In order to set up Form Distribution, users will need Manage permissions for Settings
Keep all necessary parties updated by automating email distribution for submitted forms. Use the push notifications feature to enable automatic mobile notifications for users. Settings can be configured on a company or project level. Utilizing the Submit component in the Form Builder is a great way to ensure that email notifications are triggered correctly upon form submission.
Enabling Email Distribution
Locate your form > Click the "Envelope Icon" in the Toolbar to the right of the form. If Form Distribution has not yet been set up, the icon will be greyed out (as seen below).
By clicking on the envelope icon, you will be directed to the email distribution settings, as shown below.
Configuration for your email distribution can be done in multiple ways:
Static email list: Add email addresses as a static list for a form. These emails will receive an email every time a form is "submitted". To add emails click "+ Add Email" and enter email addresses in the field.
Project team by title: Assign recipients by their Title (i.e. Fieldworker, Safety Officer).
Project site contact: When selected, an email will be sent to the project Site Contact (added in the Info tab of your Project Settings) when the form is submitted.
Project safety contact: When selected, an email will send to the project Safety Contact (added in the Info tab of your Project Settings) when the form is submitted.
Manual entry: Allows users to add additional emails at the point of submission on a form (Note: this does not add them to the distribution list, rather it will be a one-time addition for the specific form submission).
Attach form PDF link to email: By checking this option, recipients will receive a link to the form's PDF.
Attach PDF to email: Enable this option to attach the form's PDF to the email.
Note: If the PDF is larger than 15mb, it will be excluded from the email and be sent as a link instead.
To ensure forms are kept within the PDF size limits, you can enable downscaling any attached photos in Form Settings
Exclude sender from distribution list: When this option is selected, it will ensure that the submitter of the form will not be included in the distribution list, even if they are added to the email list or included in the distribution settings.
Send push notification: This setting option will enable push notifications from the Mobile App.
When "Save and Email" is used by the form submitter, a push notification will automatically be sent to the Users added to the distribution list.
NOTE: To receive push notifications, the recipient must be a SiteMax user with access to the SiteMax App.
Email Template: This allows you to configure the automated email that will be sent once the form is submitted.
Choose the Subject line for your Email Template section by entering text in the subject line or clicking the (+) button. This will bring up pre-existing data blocks to go in the Subject line.
Customize the Body paragraphs as needed.
NOTE: Distribution lists can be created at either the company level or the project level. If a form has a distribution list on the project level, it will supersede the company-level distribution list
Troubleshooting Email Distribution Issues
Emails Not Sending After Form Submission
If emails are not being sent after completing a form, it may be due to the following reasons:
Save & Email Option Not Selected: If users are only selecting the "Save" or "Save & Close" options at the bottom of the form, the form will not be distributed.
Custom Submit Button Configuration: If the default save button is disabled and a custom Submit button is used, ensure that an email action is configured for the Submit button. Without this configuration, the form submission will not trigger an email. To resolve this, configure the Submit button as described earlier.
You can confirm if a form has been distributed by viewing the form's history. You can view the history in Company Reports and your Project's Site and/or Safety Reports modules.
Click on the 3-dot button to the right of your form, select "View History"
If the form was properly distributed (ie; the Submit component was set up and utilized correctly, or "Save & Email" was selected), the History will show the distribution was complete. (Hot Tip: click on the down arrow to expand and see to whom the form was distributed)
Not Receiving Emails Despite Being on the Distribution List
If you are not receiving emails even though you are on the distribution list, check the following:
Project Assignment: Ensure that you are assigned to the project for which the form was created. The distribution list is often configured based on project team roles, and only those assigned to the project will receive the email. For example, if the distribution list is set up for the project team by titles, only those titles assigned to the project will receive the email notifications..
Learn more about getting the most out of your Form Distribution with our Submit component!