This feature is currently supported only in the .com (US data center) and .eu (EU data center).

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 method 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 has an email address by default. Your users can send an email to this address to submit their data. This feature is called email form data .

Before you 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 the 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, and refers to your app's users with whom you've shared this form and assigned them 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 to  this  section to learn more
• You let your users email their data, and you make your form separately capture the  From address ,  subject ,  message , and  attachments . Refer to  this  section to learn more 

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 consistent, 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 i s 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

Another use for the  Email Data  feature is to have your user's email data and make your form separately capture that email's parts —  From address ,  subject ,  message , and  attachments  in respective fields on the form. Refer to this page to learn how 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 include 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 the 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 up to  10 MB  in size.
  • However, an email can accept attachments up to  25 MB .
• Email notifications :
  
  • If a user without the required permission sends an email, adding a record will fail and a 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 ).

Related Topics

• Email data to a form