Understand emailing data to form

Understand emailing data to form

A form is the component of your app (that you’ve built using Zoho Creator), through which your users can submit data. In addition to the default way of data entry — where users access your form, enter data in the fields and submit the form — you can enable your users to simply email data to your form. 

Each form in your Zoho Creator app, by default, has an email address. Your users can send an email to this address to submit their data. This feature is called Email Data.

Before your proceed:
  • Who can make use of this feature? The Email Data feature is available for all accounts except those on the free plan.
  • Where can you find your form's email address? Its mentioned in the FORM PROPERTIES (scroll down to its bottom).
  • Who can email data to your form? There are two options available:
    • Allow from Everyone: Selecting this enables anyone (who is aware of your form's email address) to send data to it.
    • Allow Only from Application Users: This is selected by default. This refers to your app's users with whom you've shared this form and assigned them the permission to create records in it.

The Email Data feature enables you to collect data in two formats:

  • You share your form’s template with your users, and they email their data as per this template. Refer this section to learn more about it.
  • You let your users email their data, and you make your form separately capture the From address, subject, message, and attachments. Refer this section to learn more about it.

Using the form's template

Emailing data is an added provision. It does not restrict your users from accessing your form and entering their data. To keep the user experience of your form consisten, your form's template contains the field name of all fields on your form except subform, audio, video, formula, auto-number, and add-notes.

To email data in this format, your users must:

  1. Set your form's email address as the To address.
  2. Paste your form's email template in the email's body and enter appropriate against the fields. (Rich text is not supported in the email's body)
  3. If your form has image or file-upload fields, your users must attach the required files to the email and enter the names (of the attached) files as values against the respective fields. 

Capturing the email as such

Another way that you can make use of the Email Data feature is by having your users email data and make your form separately capture that email's parts - the From address, subject, message, and attachments in respective fields on the form. Refer this page to know what you need to do to enable this format for your users.

To email data in this format, your users must:

  1. Set your form's email address as the To address.
  2. Enter their data in the email's body.
  3. If their data includes images or files, they must attach it to their email. (If your users attach more files than the number of image/file-upload fields, only the files that are attached first will be captured, and the other files will be ignored.)

Things to know

  • Supported workflow blocks: This feature supports execution of workflows that are set to trigger actions before a record is Created (On Validate), and after a record is Created (On Success).
  • Attachments in email:
    • The file-upload field accepts files of size up to 50 MB. The image field accepts images of size up to 10 MB.
    • However, an email can accept attachments up to 25 MB.
  • Email notifications:
    • If a user without the required permission sends an email, adding record will fail and reply will be sent to that user (email subject: Authorization failed).
    • If adding a record fails for any other reason (say, value not given for a mandatory field), that user will receive a reply (email subject: Error occurred while adding record).

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