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How to personalize email notifications
To personalize notifications:
  1. From your Google Form, open the add-on.
  2. Open the 'Settings' tab.
  3. Within the 'General' settings tab, click 'Email Editor'.
  4. A separate window will open and give you the ability to personalize the different notification types.
Tip #1: You can add the request number to the subject by including Request #<<Request Number>>. You can also include other form response data in the subject or email body by including the question title between << and >> symbols.
Tip #2: Any information on a notification that cannot be customized (i.e the Header and Footer as described below) will be translated automatically to your local language based on the Locale set in your spreadsheet settings.
A summary of what can and cannot be changed is included below:
  • The subject of each notification type may be amended through the Email Editor.
  • The header (request # | # of recipients | request date) is not able to be personalized, although it can be translated (refer to the Tip above). By default, the Request # includes a hyperlink for users to track the status of the request. If you do not want users to be able to track requests, refer below for how to remove tracking links.
  • The title included on all email notifictions is taken from the title of your form. Note, you must re-save your settings within the add-on after the title is changed for it to take effect.
  • A private message may be included on individual recipient notifications. From within the add-on, go to the 'Recipients' tab > click the 'More' icon > then click 'Other recipient settings'.
  • The body of each notification type may be amended through the Email Editor. The <<Form Response Table>> marker will include all questions that have been responded to unless you have specified sections to be hidden. See below for instructions on how to hide sections of a form response. The <<Recipient Comments>> marker will include the approval history of previous recipients and any comments provided with their response.
  • The response links (e.g Approve, Decline, Comment) will be different based on the role type you select for your recipient, but are not able to be further personalized.
  • The footer (this is an automated email sent by formapprovals.com...) is a requirement of Gmail and other mail providers when sending transactional emails and is therefore not able to be personalized, although it can be translated (refer to the Tip above).
  • The sender (from) name may be amended through the Email Editor. Refer below for further details.
  • The email address used will be the email account that you used to set up the add-on. To change the email account, refer to the question how do I change the addon administrator on our FAQ page. When subscribing to a paid plan, you also have the ability to pay additional to have all emails sent from the formapprovals.com domain.
Change the name which emails are sent from:
The add-on will default to send notifications from "Form Approvals". This can be changed:
  1. From your Google Form, open the add-on.
  2. Open the 'Settings' tab.
  3. Within the 'General' settings tab, click 'Email Editor'.
  4. Within the Email Editor, click 'Other'.
  5. Change the 'From Name' as required.
Remove tracking links from notifications
The add-on will hyperlink the Request # on all notifications by default. If you do not want users to be able to track the status of requests (e.g in the case of third parties), the tracking link can be removed:
  1. From your Google Form, open the add-on.
  2. Open the 'Settings' tab.
  3. Within the 'General' settings tab, click 'Email Editor'.
  4. Within the Email Editor, click 'Other'.
  5. Deselect the notification types you want the tracking link removed from.
Hide sections of the form response in notifications:
  1. Within the Email Editor, click 'Other'
  2. You will see an option to select which 'sections to display in notifications'. Note, you will only see this option if you have multiple sections in your form.
  3. Uncheck the box for each section that you want omitted from email notifications (i.e the add-on will only display sections that are checked).
This is particularly useful if your form respondent is entering information that recipients don't need to see.
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