Archive for June, 2021

Let Users Choose to Whom a Form Is Sent

FormSmarts allows you to set up a form so the response is sent to a different person depending on the option the respondent picks on the form.

Consider the following scenarios:

  • A business has three locations and wants to allow customers to contact or submit an application to any of them
  • A non-profit would like to set up the contact form on their site so people can send a message to the relevant officer like the treasurer or chairperson.
  • A company needs to allow clients to submit a Sales and Customer Support inquiry on the same form

When someone submits a form, FormSmarts usually sends a notification to all email targets of a form, but you can change this behavior with a message routing rule. Let's use the first example to illustrate how to do this.

Create a Form

We've created the simple form shown below to support this example. Feel free to try it.

User Selects Recipient on Form

Add Emails to the Form Builder

Sign in the form builder and add the name and email address of each location in the Email Accounts section of the Settings tab. Make sure you name locations exactly as you want them to appear on the form.

Form Target Emails in the Email Accounts pane of the Form Builder

Change the Target Emails of the Form

Once all email addresses are verified, use the icon showing a pen in the Forms tab to edit the form. Select all three email addresses in the dropdown in the Submit Actions panel and save.

Update the Notification Routing Rule

Check the Email Addresses Where You Want to Send the Form

Edit the form again and click Update email routing policy to open the Routing Policy dialog. Select User-Selected Recipient and save changes.

Turn On User-Selected Recipient Routing Rule

You'll notice that a new dropdown list was added to the form to allow from respondents to select who they want to send their inquiry to.

We've renamed it to Select a Location and moved it to the top of the form. You can also change the form control to radio-buttons if you want to draw users attention to the selector and ensure respondents choose the correct location. Try the resulting form here.

Protect the Confidentiality of Form Responses with Encrypted Email

FormSmarts Encrypted Email (S/MIME) allows you to protect the confidentiality of the data submitted through your forms, while keeping the convenience of receiving form responses by email.

Encrypted Email (S/MIME)

FormSmarts encrypted email uses asymmetric encryption (also known as public-key cryptography) to encrypt a message before it is sent in such a way that only the form recipient can decrypt it. The email message itself is encrypted, not just the connection used to deliver it to its destination.

With encrypted email, a form response is encrypted in FormSmarts' backend and only decrypted by the email app on your computer or phone.

FormSmarts secure email is based on the Secure/Multipurpose Internet Mail Extensions (S/MIME), an Internet standard that is supported by most desktop and mobile email apps.

Should I Use Encrypted Email for My Forms?

Any form that collects personal identifiable information (PII) like Social Security Numbers, health or financial data should be a prime candidate for being delivered by encrypted email.

S/MIME encrypted email is often an alternative to Advanced Protection, which requires form recipients to log in to FormSmarts to access form responses.

How Does Encrypted Email Compare with Standard Email?

Encrypted Email Standard Email
Message Encrypted Not encrypted
Connection Encrypted Usually encrypted
Permanent Storage Encrypted (message is only decrypted in your inbox) May be encrypted

How Can I Start Using S/MIME Email?

All you need to start receiving form submissions by secure email are:

  1. An email software or app that supports S/MIME (most do)
  2. A S/MIME certificate from a Certificate Authority (CA), which you can get free from the CA listed here after verifying your email address
  3. Install the certificate on the devices where you want to access encrypted messages then send a signed message to FormSmarts.

About the Form Builder Blog

The Online Form Builder Blog is published by FormSmarts, a web form service providing all you need to create a form and publish it online in minutes. FormSmarts makes it easy to build a form and embed it on your site. You can then get form submissions by email or store them on FormSmarts and download an Excel report. Learn more about the many other benefits of FormSmarts.