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Question

Question

Email recipient choice based on checkbox choice?

Forms Version 10
Updated September 18, 2020
asked on September 17, 2020

Can a user on a current forms task control who gets sent a forms email (immediately after Submit) based on a checkbox choice?

Example:  Can I have a person select two out of four names in a checkbox field and have the next activity (an email) set for those individuals only?  

How would I set something like that up?  (Thanks for any ideas passed my way!!!)

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Answer

SELECTED ANSWER
replied on September 17, 2020

I do see what you mean. For some reason checkbox variables are not showing up in the process diagram. I think when I did it it was a collection or table of values, which is the same thing as a checkbox variable. It is almost as if though checkboxes are not working right now, since it should create a variable with multiple values.

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Replies

replied on September 17, 2020

There is an option to enable alternate values, this will replace the selected values with any value you want, such as an email address or username.

Just set the alternate values for the checkbox values to either usernames or emails. Then use this variable for the recipient.

Since forms just happens to separate multiple values by semi-colon and email servers happen to use a semi-colon to separate recipients it will work without any further modification. I have done it recently with combinations of both usernames and raw email addresses.

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View 3 previous replies
replied on September 17, 2020

Thanks, Chad.  So how do you tell it to only include those values if the checkbox on those values is picked?

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replied on September 17, 2020

The  resulting variable value for a checkbox only ever includes checked values.

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replied on September 17, 2020

I can't seem to pick this variable out of the list of variables available to the email activity.

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SELECTED ANSWER
replied on September 17, 2020

I do see what you mean. For some reason checkbox variables are not showing up in the process diagram. I think when I did it it was a collection or table of values, which is the same thing as a checkbox variable. It is almost as if though checkboxes are not working right now, since it should create a variable with multiple values.

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replied on September 17, 2020

Okay, I'm still in design mode, so I can try changing that checkbox to a table.  Thanks!

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replied on September 18, 2020

Success today!  It didn't work and I tried to figure out why for a full day and then realized that, because the radio button is within a table, I did not have the variable name correct.  I had the table name variable name in there, not the column name.  Once I fixed that, it worked.  Then tested where a person might ADD another name in the table and both people did receive the email in the test!

 

It's a table and a radio button "Yes".

/dataset/Email_/Email_Needed="Yes"

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