Send Email Alerts When Forms Are Submitted

Suppose you work for a company named Darn It Insurance. The company offers insurance for individuals who have had their private property destroyed by wild animals. You are the Salesforce Administrator for Darn It Insurance. The business is currently using Youreka to assess property damage while in the field. Once a Youreka Form is submitted, the business would like Salesforce to send an email to the submitter, with a link to the Form record.

The following steps show you a simple way to setup Salesforce to send email alerts once a Youreka form is submitted.

1. Configure the Form Template Object

For this tutorial, we decided to add a checkbox to the Form Template object, allowing us to control which Form Templates fire off emails, and which ones do not. Navigate to Setup -> Object Manager -> Form Template -> Fields and Relationships to create a new checkbox field. Name it Send Email on Submit.

2. Create an Email Alert and Email Template

Visit the Setup menu in Salesforce, and create a new Classic Email Template, as well as an Email Alert. The screenshots below show you what we setup for this step.

3. Automate the Email Sending Process

For this tutorial, we created a Process Builder to fire on the Form Object. We set the Process Builder to fire when the Form Template's "Send Email On Submit" checkbox equals TRUE, as well as the Form Status equals SUBMITTED. When these criteria are met, fire the email alert.

4. Test

After these simple steps are setup, the end result should look something like this...

Your steps may look a bit different depending on your requirements, but as you can see, by utilizing a bit of Salesforce configuration, it's fairly straightforward to have the system send emails to users as Forms are completed.