Emails

Setting up Emails for your Site

Although it looks complicated, the process behind setting up your emails is quite simple. There are three main areas for the emails - templates, addresses and data, all are equally important.

The templates are responsible for the content part of the email, those can be for internal use or no-reply transactional emails to the end user. 

The email addresses allow you to set up recipients and choose the address to which the triggered templated emails are being sent.

The email data holds all of the logs of all the entries related to the templated emails you have created. 

Setting up your Email Template

Let's do a worked example. When you first look at the email templates section, you will see all of the existing templates on the right-hand side; if you have none set up, here's how you can do that. 

By default, a blank email template page will be already open.The templates follow a very simple set-up:

Template Name - This is what's going to appear in the right-hand side list under the Email Templates section.

Email Subject - The subject you want the end user to see in their mailbox.

Body Header Text - This is the text that will appear above the main message; in many cases, it is a greeting and a quick summary of what the email is about. 

Footer Header Text -  This is the text that will appear below the main message - a sign-off. 

Redirect to Page - You can select an existing page from the drop-down to redirect the user after they have submitted their details. 

Sending Automated Transactional Emails

Now that you have your email template saved, you can set up a trigger for your email to be sent to the end user. 

Navigate to the module that you want to trigger your email from. Any modules requiring user input can be configured to send automated emails, for example, modules like 'Contact Us' Forms or Newsletter subscriptions.
In this example, we will use the 'Subscribe to our newsletter' module. 

Click 'Edit' and scroll to the bottom to see the options for the emails - 'Select Main Email Form' and 'Select Thank you Email Form'.

The two options give you the flexibility to send two separate emails if required. A typical scenario for this would be if a user has completed a thank you form, the main template will be sent to the enquires team with a completed contact us form and a separate thank you email will be sent to the user. However, if both are left blank, no emails will be sent out. 

Once you have selected which form will be sent out, the last step is to set up the output - i.e. where the emails will be sent.
Navigate back to the email templates within the site settings and again open the template you have attached to your module. As you scroll to the bottom, you will notice two new fields have appeared below, allowing you to select a 'From' address and a 'To' address. 

Select Field for FROM address - The drop-down options are different depending on which module the email template is attached to. The drop-down menu will display all of the fields the user is required to populate on that said module, and this allows you to select the Name, Telephone or Email of the user.

Select Field for TO address -  Here, you can select where the email will be sent to - typically, this would be the email address the user has provided. 

Example: A user completes a contact us form with an enquiry and the template has been set up like so: 

When the enquiry team receives the completed contact us form, it will be addressed to them from the user's first name. Meanwhile, the user will be redirected to a thank you page as well as receive a thank you email addressed to the email they have provided. 

And now that you have your email template complete, attached to a module and the fields from and to populated, you can hit 'Save Changes', and your automated emails are all set up. 

Managing Email Addresses

You can further manage From or To in the Email addresses section of the site settings. 

Here you can set up various email addresses to which you can link all or some of your email templates. The section has a simple format of tick boxes for each template where you can choose From, To, Cc and Bcc options. Meaning that when the user submits information via your site, you can choose where the information gets sent and from which email address. 

The example above shows the 'enquires' address has been ticked 'From' for the Newsletter email template.
And so when the user submits their email address for the newsletter, this is what they will see: 

Viewing your Email Data

You can view all the information regarding the emails under the email data section within the site settings.
By clicking on individual templates within the list on the right-hand side menu, you can view all the entries, along with the relevant information. 

Additionally, you can set a time period in the filter if you are interested in the data received at a specific moment in time.