How do I delete cached emails that are controlled by conditions?

Hi

In our booking form we use lots of conditions to send 4 different emails on specific dates.

Every program we run has their own emails which have attached conditions.

Currently we have it set up so an email is sent at the time the submission is received. Another 5 weeks before the booking will take place (reminder email), a seperate email one week before the booking occurs (final reminder) and an email on the day the program runs (evaluation email).

I know the emails are cached by Jotform to send on the date specified by the condition.

My question is if we delete a submission do all the cached emails get deleted?

If they don’t how do I delete the cached email?

In the past when we deleted a submission jotform would stop sending cached emails. Recently even after deleting the original submission the cached emails are still getting sent.

Obviously this is an issue if a school cancel a booking but are still getting reminder emails about the program they have cancelled.

Regards

Steve

Hi Field,

Thanks for reaching out to Jotform Support. I'm an AI assistant. I'll do my best to help you until someone from the support team is available.

Regarding your question about cached emails controlled by conditions: Previously, deleting a submission would stop the scheduled emails from sending. However, currently, deleting a submission does not automatically delete or stop cached emails set to be sent later based on conditions.

This means that even after deleting the original submission, the reminder and other scheduled emails may still be sent, which can cause issues like sending reminders for canceled bookings.

Unfortunately, there is no direct way to manually delete or cancel these cached emails once they are scheduled by conditions.

If you want to avoid this issue, you might consider adjusting your workflow or conditions to prevent emails from sending if a booking is canceled, or use other form logic to control email sending more precisely.

Let us know if you have any other questions.

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

Best regards,
Jotform Support

Hi Steve,

The Emails that has Send Email Later feature will not be executed if the Submission was deleted and purged. So if you an appointment was cancelled and you deleted the submission, you will also need to purge it so that the Email Reminder will not be triggered. Let me show you how you can purge your deleted submissions;

1. In Jotform Tables, click on the Three Dots icon next to your form title in the tabs.
2. In the dropdown menu, click on Trashed Entries to open the Trash menu.
3. Then, in the Trash menu on the right, click on the Checkboxes to select the submissions you want to purge. To select all, click on the Select All button.
4. Now, click on Delete Forever, and in the warning window, click on the Delete button to confirm.

If you have already deleted and purged the submissions and the Email Reminder was still sent, let us know so that we can check further.

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

I noticed that trashed submissions are automatically deleted at the end of a 30 day period. Is this the same as purging?

Hi Steve,

Yes, trashed entries are automatically purged after 30 days and are deleted permanently. Depending on when your scheduled emails will be sent out, and if you'd like to prevent them from being so, you may manually purge trashed entries as described by my colleague. We also have a guide on How to Delete Form Submission Data that you can check out.

Reach out again if you need any help.