This article is the last step of Form Publisher settings. You will learn how to share your generated files to your recipients.
In this part, you can choose to share the submitted files to one or multiple recipients depending on your use case.
1. Create your list of recipients
By default, your email address is added to the ‘sharing list’ and ‘Send PDF’ is selected:
Then, click ‘Send PDF’. As your template is already saved in your Google Drive, you already have a view and comment access. You can choose between:
- Send PDF
- Can edit
- Send Word
If you don’t want to be notified, click ‘Remove’:
Finally, you can add as many recipients as you want.
Under ‘Add recipient’ write the email address in the first field > select the option you want > click ‘Add’:
You can give access to:
- PDF file
- Edit access
- Send word
- Can view
- Can comment
2. Personalize your email notification
Once you have created your recipient list, you can personalize your email depending on your configuration. Click ‘Personalize email notification’:
A pop-up appears:
2.1 Sender name
You can personalize the ‘Sender Name’ depending on the generated file. By default, Form Publisher writes the First name and Last name from your Google account. If it can find it, Form Publisher will recover the Username of your email address.
For example: firstname.lastname@example.org will become Delphine Leroy
2.2 Email subject
The email subject is defined by the <<fileName>> marker which is the combination of the markers used for your file title: <<Template Title>> <<Increment>> equals <<fileName>>
2.3 Email body
Form Publisher writes a predefined email by default. You can personalize it as you want with different markers.
To know more about this option, read the following article: Personalize email notifications to responders
Once you have personalized your emails content, click ‘Save and close’:
3. Send separate emails
In our first example, we selected 'Send PDF' for both recipients and we didn't select 'Send separate emails' option:
When someone fills out the form, the same email will be sent to each recipient:
In our second example, we selected 'Send separate emails' option:
Each email will be sent separately so your recipient can't see the other recipients' email addresses:
4. Use Approval Workflow (optional)
You can choose to activate the approval workflow option or not. To know more about this option and how to use it, we suggest you to read our articles: Introduction to Approval Workflow / [Part 1] Set up an approval workflow on Google Form
Once you are done with all the Form Publisher settings, click ‘Next’:
The message ‘Your form is ready’ appears. To test Form Publisher, click ‘Try form’:
5. Personalize your PDF parameters (optional)
To know more: Personalize your PDF parameters (for Google Sheets only)