Looking Up Recipients for Email Notification / Rules Based
Using a Notification LookUp Profile
A notification lookup profile, is way to lookup recipients to be notified when a new submission arrived. You can return multiple notification recipients from the lookup. The way this works is by creating a lookup rule and requires that you have a table dedicated to holding the recipient info so that it can be returned. The steps to create a Notification Lookup Profile are below:
The first step, is to create the lookup table/form. In this example, we want to be able to send new leads to sales reps that have been assigned a zip code. To start, we have create a new form called "Sales Agents" and added the fields as shown in the screen shot below:
Next, you need to populate this form/table with data. In this example we have added several fictitious sales agents within various zip codes. The screen shot below shows the submission bin for the lookup table.
Once you have created the 'Lookup' table, we can build our Insurance Lead Form and then create the lookup profile to send email notification to the correct agents (the agents that are within the lead request zip code). The Insurance Lead form is already created and is shown below:
Creating the Notification Lookup Profile
Now, we have all the pieces to the puzzle. The next step is to build the notification lookup profile to put it all together. - Click the Notifications icon in the Form Tools Sub Menu
- Turn on Notifications if they are not already disabled and click "Create New Notification Profile"
- Next, select "Use a Notification Lookup Table (Advanced)" to create the profile.
- On the settings screen, we enter a name for the profile and select which table we will be looking up the recipients from. In our example this is our Sales Agents form. You must also enter the Exact name of the email field from that form. This is where the email notifications will go to. Additional settings are shown below.
Also notice that you can set an "On Lookup Failure" address and message. This is the email address that will receive the lead if there are no matches returned
Once those settings have been configured click the Next button to create the lookup filter.
The Lookup Filter Clause
The Lookup Filter clause is the query that returns date from your lookup table. In this example, we want to return all the agents where the zip code matches the zip code of the submitted lead. The fields on the left are from the submitted form and the fields on the right are from your lookup table ("Sales Agents"). After creating the filter, click next to continue to the final step.
Using WildCards in the Notification Lookup Email
The final step is to create the notification email. The only difference between a standard notification email and the lookup email is that the lookup email can use not only the wildcards from the submitted form, but also the values returned from the lookup table. In the example below, we clicked HTML Email to toggle to HTML mode and then used the wildcard menu to insert the wildcards. Pay particular attention to the wildcards prefixed with Lookuptable:. These are fields from the lookup table. This allows you to include personalized information for each recipient as in the example below:
Summary
Notification Lookup Profiles are an easy way to match incoming data to a large number of recipients using a dynamic filter.
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