Email Notifications: Attaching Documents from Cross-Table Lookup Columns

Hello, I am looking for assistance with cross-table data integration. I have a 'Document Management' table containing uploaded files, and I need to attach those specific files within an email template triggered from the 'Care Navigation Request' table.

Could you guide me on the best way to use Connection or Lookup columns to ensure these external attachments are included in the Care Navigation automated emails? Or if you can provide any workarounds?

Thank you,

Nayome

Hi Nayome,

Thanks for reaching out to Jotform Support. I'm an AI assistant here to assist you.

Let me help you with integrating data across tables and including attachments from your 'Document Management' table in emails triggered from the 'Care Navigation Request' table.

Here’s how to do it:

1. Connect your tables: In Jotform Tables, add a new tab and select Connect to Form. Choose the form table you want to connect (in your case, the 'Document Management' table) and select the columns to include.
2. Create Lookup or Connection columns: Use these to link records between the 'Care Navigation Request' table and the 'Document Management' table. This will allow you to pull in the uploaded files data dynamically.
3. Set up Send Email Action Button: Add a Send Email Action Button column to your 'Care Navigation Request' table. When configuring this button, create or select an email template.
4. Include attachments in the email template: Customize your email template to include the files from the connected 'Document Management' table. This way, when the email is triggered, the specific files linked via the connection or lookup columns will be attached.

This setup allows you to manage submissions and attachments across tables and send automated emails with the correct files attached.

For detailed steps and visuals, you can refer to the Jotform guides on How to Get Data From Other Forms in Jotform Tables and How to Send Email With Form Data in Jotform Tables.

Give it a try and let us know how it goes.

Can you explain further?

Hi Nayome,

It only takes a minute to get data from another form in your Table’s page. Let me show you how:

1. In Jotform Tables, click on the Add button at the end of the rows, and click on the Connection tab.
2. Next, in the window that comes up, select Connect a Form and then click on Next.
3. Then, enter a column name, and then click on Next.
4. Now, select the form and field you want to use from the dropdown.
5. Next, you can toggle on Allow Multiple Selection. You can also toggle on Set Default Selected Value to automatically fill cells with a default value.
6. Finally, click on the Create Column button, and you're done.

That’s it. You can now use the data from the second form in your table.

Reach out again if there’s anything else we can help you with.

Explain further attaching files to an email, without changing the email template. Automating the attachment to the email template.

Hi Nayome,

To automate attaching files from your connected or lookup columns in Jotform Tables to emails without changing the email template, here’s what you need to know:

1. Use the Send Email Action Button column: Add this column to your 'Care Navigation Request' table. When setting it up, select the email templates you want to use.
2. Attachments from connected tables: If your email template includes fields that pull file uploads from connected or lookup columns (like those from your 'Document Management' table), those files will be attached automatically when the email is sent via the action button.
3. No need to change the email template: As long as your email template references the file upload fields from the connected table, the attachments will be included automatically without modifying the template each time.

This setup allows you to automate sending emails with the correct attachments based on your connections between tables.

For more detailed guidance, you can refer to the Jotform guide on How to Send Email With Form Data in Jotform Tables.

Give it a try and let us know how it goes.

I don't want to include form data.

Hi Nayome,

You can easily send emails with attachments without including form data by adding a Send Email Action Button to your Jotform Table. Let me show you how:

1. In Jotform Tables, click on the Add button at the end of the rows, and select the Buttons tab.
2. Select Send Email, click Next, enter a column name, and click Next again.
3. Select the email you want to use, or create a new one as needed.
4. Click on the Create Column button, and you're done.

Now, when you click on the Send Email button, the email you configured will be sent with the attachments from your connected or lookup columns, without including other form data.

You can also check out the How to Send Email With Form Data in Jotform Tables guide for more information.

Give it a try and let us know if you need any other help.

But how do I attach files without including form data?

Hi Nayome,

To attach files to an email without including other form data in Jotform Tables, you can use the Send Email Action Button and configure it to send only the attachments from your connected or lookup columns.

Here’s how to do it:

1. Add a Send Email Action Button column: In your 'Care Navigation Request' table, click the Add button at the end of the rows and select the Buttons tab. Choose Send Email and proceed to create the column.
2. Select or create an email template: When setting up the button, select an existing email template or create a new one. You don't need to include form data fields in the email content; just ensure the template references the file upload fields from your connected 'Document Management' table.
3. Send the email: When you click the Send Email button in the table row, the email will be sent with the attached files from the connected columns, without including other form data.

This method automates sending emails with the correct attachments while excluding other form data.

For more details, you can check the guide on How to Send Email With Form Data in Jotform Tables.

Give it a try and let us know if you need any other help.

When using a Lookup column to pull file uploads from the 'Document Management' table into my 'Care Navigation' table, the email template displays the full, long URL. Is there a way to mask this link with a shortened file name or a 'Download' button so the email looks cleaner?

Hi Nayome,

When using a Lookup column to pull file uploads from the 'Document Management' table into your 'Care Navigation' table, the email template will display the full, long URL by default. Unfortunately, Jotform does not currently offer a built-in feature to mask these URLs with a shortened file name or a 'Download' button directly within the email template.

However, here are some alternatives you can consider:

• You can include a download link in your email by using the {pdf-link} tag for PDF submissions, which creates a cleaner clickable link instead of a long URL.
• For other file types, you might manually edit the email template to display a descriptive text with a hyperlink, but this requires manual setup and is not automated through Lookup columns.
• Another option is to use third-party tools or browser extensions like DownThemAll to manage and download files more efficiently outside of Jotform.

For more details on including download links in emails, you can check the Jotform guide on How to Include a Download Link of the PDF Submission in Email Notifications.

Let us know if you need any other help.

Is there a way to modify the url in the tables?

Hi Nayome,

Jotform’s table connections have some limitations when it comes to passing uploaded files into email notifications. A Connection column lets you link rows between tables, and a Lookup column can display data from another table, such as file names or metadata.

That said, while these columns can show file names or links inside the table, they don’t automatically attach those files to Notification or Autoresponder emails. Email templates only pull fields directly from the form submission, not from connected tables.

As a workaround, you can add a File Upload element to your Care Navigation Request form. If the files are uploaded there as well, they can be mapped into the email template, ensuring the attachments are included.

Alternatively, you can display the file URLs from the Document Management table within the Care Navigation Request table and add that Lookup field to your email template. While this won’t attach the files directly, it will provide recipients with clickable links to access the documents. Let me show you how:

1. In Tables, click on the Add button, go to the Formula tab and select the Lookup option.
2. Next, click on the Add a Connection Column button, select the Connect a form option and click on the Next button.
3. Now, enter your Column Name, click on the Next button and click on the Downward Arrow icon to select the Form where the file upload came from.
4. Then, select the File Upload option in the select a question menu and click on the Create Column button.

Next, select the uploaded file from Form 1 so it appears in your Form 2 table. Let me show you how:

1. In Tables, click on the Blank input box of the Lookup column and click on the Add button.
2. Then, select the File in the dropdown menu.

Take a look at the screenshot of the result below:

Now, add the Lookup column to your Notification Email by creating a Send Email button. Let me show you how:

1. In Tables, click on the Add button, go to the Buttons tab and select the Send Email option.
2. Now, click on the Next button, enter your Column Name and click on the Next button again.
3. Next, click on the Edit icon of the Notification Email, click on the Form Field button in the navigation bar and select the Lookup field in the Dropdown menu.
4. Then, add it to your Email Content, click on the Save button and click on the Create Column button.

Give it a try and let us know how it goes.

I've actually figured out how to attach files to email templates, and when tested out I saw that it sends as a nice hyper link of the name of the file. My issue is more that when I made the connection between the 2 tables (Care Navigation Request V2 and Document Management), the "Attach File V2" field in the "Care Navigation Request V2" table, that pulls from the "File Upload" field from the "Document Management" table, it shows up as an url in the "Attach File V2" field. This is an issue because as a url I can't clearly see which file to select so that I can send it as an attachment. I do have these files named in the "Document Management" table, is it possible for me to connect the name, and still send out the file associated with the document name, to avoid having a full url in the "Attach File V2" field? Or does the connection have to be the file upload itself.

Nevermind, I was just confused with the Lookup feature. I've figured it out. Thank you!