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 .
- 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:
- Set your form's email address as the To address .
- 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)
- 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:
- Set your form's email address as the To address .
- Enter their data in the email's body.
- 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 ).