iPaaS Send Form Notification

iPaaS is very new to me.  Has anyone used the Send Form step in iPaaS? I've read the KB articles on it and sending notifications, but I have not figured this out yet.  I'm attempting to configure the Custom SMTP notification method, but I am really kind of lost.  Credentials?  What credentials am I supposed to use or create...my own?  Notification Data:  To and From Recipients? I see the options: email address, user, or group; however, I need to send a form to the Requestor of a ticket. 

Tags form notification iPaaS
Asked by Monica Crawford on Tue 5/10/22 11:17 AM
Sign In to leave feedback or contribute an answer

Answer (1)

This answer has been marked as the accepted answer
Carrie Willis Tue 5/10/22 5:40 PM

Hi Monica,

This is a great question! The way you can send an iPaaS form is by using the Form step, which you can find in the Connectors/Notifications section of the flow toolbox. I've created a ScreenCast to explain this in detail here: https://www.screencast.com/t/wxRLdKCAtL6

In case you prefer reading to watching videos, I've provided the highlights below.

Once you drop the Form step into the flow builder, there are a few tabs you need to fill in:

Notification Method tab

  • Select the notification method you want to use to send the form. You can use:
    • Custom SMTP (most common): an SMTP server that is either set up by your organization or provided by a cloud provider like Google or Microsoft. You need to provide:
      • Server name - the SMTP server address
      • Port number - the port number that the server accepts SMTP traffic on (usually 587)
      • Credentials - the username and password of a user who has SMTP access on that server (typically people use a service account)
      • Certificate information: typically, people choose Allow All Errors to ignore name match errors, especially with big providers like Gmail or Microsoft
    • SendGrid Email: you'll be prompted to enter details from your SendGrid account to send an email from SendGrid. This requires signing up for a SendGrid account, so if your org doesn't already use SendGrid, you may not prefer this method
    • Twilio SMS: you'll be prompted to enter details from your Twilio account to send an SMS, or text message. Same as with SendGrid, you may only want to use this if you already have a Twilio account.
  • Select the Notification Template to use. These are managed on the left navigation menu bar under "Templates". Make sure to use the Macros dropdown to include a Form Link somewhere in your template! (More in the video.)

Notification Data tab

This tab only appears once you've selected a notification template. It includes a few sections:

  • Recipients: enter a to address and from address (from address should only be an email address that the SMTP credentials have permissions to send as)
  • TemplateData: leave the FormLink field blank, it'll get autopopulated! If you provided any other properties in your notification template, you can fill them in here

Form tab

This tab is where you can select the form and set some form-level settings. It includes:

  • Form: the form you want to send!
  • Max Response Time: the number of days, hours, and/or minutes you want to have iPaaS wait for a response. Once this time elapses, iPaaS moves on to whatever the next step is in the flow.
  • Min Responses: the MINIMUM number of responses required before iPaaS moves forward. This is usually 1, since only 1 response is needed, but you can set it higher if you want to meet a minimum threshold (such as when having people sign up for a training)
  • Default submit and error behaviors: by default, if the form is submitted or gets an error, it'll show a generic page. You can change this to have it redirect the user to a specific URL or use a notification template to create an HTML webpage to display. Most people use the defaults.

Form Data tab

This tab only appears when you select a form.

It lets you optionally overwrite any of the data (labels, whether it's hidden, and values) of the form. If you leave this section alone, it'll just give them the form as originally designed. Typically you only change things in here when your form has a hidden value that you want to hard-code for future use.


Once you've filled in all these tabs, you'll be able to run your Form step and it'll send your data through the preferred method. The recipient will get a form link and can then click on the link and submit the form, and iPaaS will wait for their response and process it according to whatever you build in the flow!

I hope this was helpful, but please feel free to let us know if you have any follow-up questions!



1 of 1 users found this helpful.