ITS

Information Technology Services
Information Technology Services

Configure Webform Submission Settings


Configure E-mail Recipients for Webform Results

The Webforms module allows you to add the email addresses of individuals who should receive the results of a webform whenever it is submitted. These users do not need to have access to the WebPublish authoring environment - any valid email address can be set to receive webform submissions.

  1. Navigate to the Webform tab of your form.
  2. Along top right side of the tab, select the "E-mails" button.
  3. Ensure that the "Address" option is selected. Enter the email address that you would like to receive webform submissions and click "Add".
  4. The following form will appear. Here you can make any modifications required to the email address. Ensure that "Enable sending" is checked.

Screenshot of the E-mails section of the webforms tab, with an address filled in and the "Add" button highlighted

  1. You can customize the formatting of the email contents that the address will receive as follows:
    1. In the E-Mail Header Details section, you can customize:
      1. Email Subject: if you don't like the default subject line, you can add a custom subject line or select the results of a specific field to be used instead. Remember: all email submissions will have this same subject line.
      2. E-mail from address: you can choose to have the "From" field show as an email address other than the default, noreply@queensu.ca.
      3. E-mail from name: by default, the name that will appear in the email will be the name of your site. You can set a custom name to appear or alternatively display the results of a specific field.
    2. In the E-mail Template section you can modify how the form submission results will be displayed. For help modifying your submission template, please submit an IT Services Help Form.
    3. In the Included E-mail Values section, you can modify which fields you'd like the email to include. For example, if there were specific fields that the person receiving the form should not see, you could de-select them here. You can also select to exclude any empty components. 
  2. Once you've made the desired changes to the e-mail settings, click "Save".

Screenshot of the E-mails customization form in the webform with the Email Header Details and E-mail template sections highlighted

Screenshot of the E-mails customization form in the webform with the Included E-mail Values section highlighted

Configure Form Submission Settings

Within Webforms, there is some flexibility available for how form submissions should be handled. You can customize the message that a user receives, how many time they can submit a form, etc.

  1. Navigate to your webform in the authoring environment and select the "Webform" tab.
  2. In the top right corner, select the Form Settings button.
  3. The form shown below will appear. Here, you can customize the following options:
    1. Confirmation message: This is the message that a user will see after they click the "Submit" button on your Webform. You have the full WYSIWYG available for customizing your text.
    2. Redirection location: By default, after a user clicks submit, they will be taken to a confirmation page. Alternatively, you can specify a custom URL that should be loaded instead, or have the same page reload.
    3. Total submissions: Here you can specify if you want to place a limit on the number of times the form can be submitted. That is, after a certain number of submissions, the form will automatically close to all users. 
    4. Per user submission limit: You can also control how many times a specific user can submit a form. You can also restrict them to a certain number of submissions over a set amount of time (i.e., 1 submission per week, etc.).
    5. Status of the form: When a form is open, it means it's available for users to make submissions. Once it's closed, no user can make a submission.
    6. Submission Access: Generally, you can leave the submission access to the default "anonymous user" and "authenticated user". 
    7. Progress Bar: This section will only be applicable if your webform has multiple pages. If so, you can control options such as whether or not a progress bar is displayed, whether or not the labels given to page breaks are displayed, etc.
    8. Preview Page: you can optionally choose to enable a preview page, which allows users to preview their responses prior to submitted.
    9. Advanced Settings: there are a number of advanced options available such as making your webform available as a block, etc. In general, there are few cases where these options will be needed.
  4. Once you're satisfied with the submission form settings, click "Save configuration".

Screenshot of the form settings option in the webforms tab with the sections listed above highlighted

Enable reCAPTCHA

reCAPTCHA is a free service offered by Google that should be added to all your Webforms, in order to protect them from spam and abuse. The reCAPTCHA module is automatically enabled when you request to have Webforms added to your site, however you will need to manually configure it for each form that you create. 

  1. Navigate to your Webform and select "Edit draft". Identify the node ID of the form from the URL (it will appear in the format of node/##; in the example below, the node ID is node/19).

Screenshot of the "Edit draft" page for a webform with the nodeID highlighted in the URL

  1. Once you have the node ID of your form, you can close your webform. Navigate to Configuration > CAPTCHA.

Screenshot of the CAPTCHA module highlighted under Configuration

  1. In the Form Protection section of the page, you'll need to add a new entry for your webform to the table that appears:
    1. In the Form_ID field, enter the following: webform_client_form_##, where ## is equal to the number portion of your webform's node ID.
    2. In the Challenge Type drop-down, select "reCAPTCHA (from module recaptcha)".

Screenshot of the CAPTCHA module with the new webform entry entered as in the instructions above

  1. Once the entry has ben added, click "Save configuration".
  2. Note: You will not be able to see the reCAPTCHA element in the authoring environment. To test to make sure the configuration was successful, you'll need to publish the webform and view it on your live site.

Screenshot of reCAPTCHA appearing on the webform on the live site