Entityform Notifications and Emails

Entityform uses the Rules module for its notification system. When editing an Entityform Type, you can select rules to be run upon saving an Entityform Submission under Structure > Entityform Types > [form] and clicking the Rules tab. Rules and Rules Components that are tagged with "entityform submission" will be shown in this list.

Installation

1. Install and enable Rules and Rules UI. Note: if Rules UI is disabled, then the Entityform Rules will not show up.
2. Install and enable Entityform.
3. Entityform Notifications requires the Entity Rules and Entity To Text modules.
4. Create an Entityform Type.
5. Navigate to Structure > Entityform Types > [form] > Rules.
6. Configure the notification settings as desired.

Note: there are also settings at Configuration » Content authoring » Entityform settings. (I assume these are for defaults that will be used when creating a new Entityform Type, but this needs confirmation from the module maintainer.)

Notification Settings > Notification Emails - send to multiple recipients

• In order to send notification emails to more than one recipient the addresses must be separated by a comma and a space: notify1@example.com, notify2@example.com. If there is not space after the comma you will receive an error that the addresses are invalid.

Entityform Rules

There two default Rules that come with the module:

1. Email Entityform Submitter: Sends an email to the submitter.
2. Email Entityform Admin: Sends an email to the email addresses specified in the Notification Emails property of the Entityform Type.

To view the settings for these Rules Components, navigate to Configuration » Workflow » Rules » Components. You can clone these Rules Components or make your own.

Rules Components must have two parameters:

• An Entityform: this is the submission.
• An Entityform Type: this is the type of form the submission is.

How to send the email to an email address on the Entityform

For forms where the email address is filled in as part of the Entityform, it is useful to be able to send the email to that address. You can use Rules to do this as follows:

1. Go to Configuration > Workflow > Rules then click the tab: Components.
2. Click "clone" link for the Email Entityform Submitter component.
3. Fill in the "Name" with something unique to your site.
4. Leave the "entityform submission" tag and all "Variables".
5. Click "Save changes" button.
6. Click "edit" for the "Send email" action.
7. For the "TO" data selector, click on "Switch to the direct input mode" button to get all available tokens.
8. Click the "REPLACEMENT PATTERNS" fieldset link.
9. Find your token. For example, if your email field is called email_address then the token should be [entity:field-email-address].
10. Copy the token and paste it into the "TO" "Value" text area.
11. Update the other rule fields as needed: Subject, Message, From, Language.
12. Click "Save" button.
13. Click "delete" for the "NOT User has role(s)" item in the "Conditions" section. This is for only sending email to logged-in users.
14. Click "Save changes" button.
15. Navigate back to your Entitytype edit form.
16. Unselect the "Email Entity Submitter" rule and select your new custom rule. Make sure to also keep the "Email Entityform Admin" rule selected if desired.
17. Click "Save entityform type" button.
18. Now test your Entityform to see if the notification email is sent to the email address entered into the appropriate email form field.

How to update the Entityform admin notification email

It is useful to have the URL to the new Entityform submission within the email message that is sent to the "Notification emails" email addresses for the Entityform. You can use Rules to do this as follows:

1. Go to Configuration > Workflow > Rules.
2. Click "clone" link for the Email Entityform Admin component.
3. Fill in the "Name" with something unique to your site.
4. Leave the "entityform submission" tag and all "Variables".
5. Click "Save changes" button.
6. Click "edit" for the "Send email" action.
7. For the "Message" "Value" text area, add any desired information and tokens. For example, for the URL for the submission, you could add URL: [entityform:url].
8. Click the "REPLACEMENT PATTERNS" fieldset link to see all available tokens.
9. Update the other rule fields as needed: To, Subject, From, Language.
10. Click "Save" button.
11. Navigate back to your Entitytype edit form.
12. Unselect the "Email Entity Admin" rule and select your new custom rule. Make sure to also keep other rules selected if desired.
13. Click "Save entityform type" button.
14. Now test your Entityform to see if the admin notification email contains the desired information.

Learn more about Rules and Rules Components.