Email

Email deliveries are the easiest way to receive your merge documents.  Below you will find information on each piece of the email delivery and how you can customize to fit your needs.

Here is a screenshot of a new Email Delivery that we'll use to show you the different features

email_delivery.png

 

To & From

These fields will be used to determine who to send the email to and from. You can either choose to send it to one of the fields in your document or you can send to a specific email address.  If you would like to send to multiple email addresses (fields in your document), then you can type those into the Specific Email box as well - separated by a comma.  Example: "{$Email1}, {$Email2}".

Subject

This is the subject of your email and can contain fields from your document by entering the fields into the box.  Example: "{$Name} has sent you a document"

Message

This will be the contents of the email.  You will notice an easy "Insert Fields" dropdown below the message box that you can use to insert fields to be merged in your message.

[More Options]

Underneath this section/link, we have some advanced options that you can use.

  • Always send this email - Uncheck this box to add conditions when to send the email
  • BCC - Use this to blind carbon copy more email address on the email
  • Include a Read Receipt - Use this to be notified when the email is read
  • Use custom mail server - Use this option to use your own mail server to send out the email
  • Security - Use this option if you are sending sensitive information.  You have a few options, and they are outlined below:

    • Low - This option is basic data encryption without any password needed
    • Medium - This places a password on the document that must be entered to opened. (Available for PDF only)
    • High - This option requires the document be downloaded (after entering the password) from our website.  No document is sent via email
  • Password
    • The password field will only show up when you select Medium or High security options.  This is the password that will be used to open the document (medium security) or download the document (high security).

 

IP Addresses

Formstack Documents currently sends emails from these IP addresses:

  • 198.2.180.152
  • 167.89.85.149

 

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Comments

33 comments
  • Is there a maximum number of mail recipients?

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  • Hi Nathan,

    We limit the "To" field to 500 characters, so as many email addresses as you can fit in that :)

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  • Is there a location where we can view read receipts for when thats active?
    I would have thought that if we used a custom email server then the reads would go back to the sending address?

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  • Hi @Chameleon,

    Yes, the read receipts should be going to the "From" email address. Unfortunately, they are not being sent to WebMerge or saved anywhere for us to show you. If you have additional questions, please submit a ticket and we'll help you from there!

    Thanks!

    0
  • Does the "To" field limit still apply if I add merge fields? For example {$email1} has 490 characters and {$email2} has 350 characters. One of the customers who receives a report from us has email addresses totaling 2522 characters.

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  • Hi Nathan,

    Yes, the total "To" field can only be 500 characters. You'll need to create separate email deliveries for each merge field.

    Thanks!

    0
  • Oh dear, that's not gonna fly. Back to the drawing board for me :(

    Does that still apply if I use our email server vs yours?

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  • Hi Nathan,

    We've updated the system to only limit the number of characters when you're using our mail servers, so if you use your own mail server, there is no limit!

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  • Ah, intriguing! I'll have to go talk to our IT folks. Thanks :D

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  • Oh, one last thing just to clarify, I can actually enter more than 500 characters in the "To" field but only 500 are accepted by your mail server and the rest are ignored? Or is that a "hard" field size limit?

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  • There isn't a limit when entering the info into the field, we just limit what we send to the mail server.

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  • Perfect!

    0
  • I set the "Send Email To" setting to a merge field but I'm getting the following error:
    Error: The "To" address is invalid: 0

    I clicked on the "View Data" button to confirm that the merge-field is being pulled in correctly and it is so not sure whats generating the error. Any help is greatly appreciated.

    0
  • Hi Aaron,

    It sounds like your merge field has a hyphen in it (our system thinks you're trying to do a subtraction calculation). Please change that to an underscore instead of a hyphen and that should fix the issue!

    Thanks!

    0
  • Hey Jeremy,

    I'm getting the same error, "The "To" address is invalid: " my merge field doesnt have a hyphen or underscore, its simply named {$Email}. I tried everything and can't seem to figure this issue out.

    Thanks,
    - Mo

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  • Hi Mo,

    Please turn on Debug Mode (https://support.webmerge.me/hc/en-us/articles/206526126-Debug-Mode) and make sure that we are receiving a valid email address and that you're using the correct merge field in your email delivery settings.

    Thanks!

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  • Hi Jeremy,

    Is "To" field possible to put a merge field on it?, which the merge field will be an SOQL query that will get a list of emails.

    Thanks

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  • Hi Dale,

    Yes, choose <> from the dropdown and you can type in any merge field you'd like. You can turn on Debug Mode (https://support.webmerge.me/hc/en-us/articles/206526126-Debug-Mode) to see the data we're receiving and what merge field to use.

    Thanks!

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  • Hi there Jeremy,

    Could I use a {foreach} template string in the "To" field to send to a list of emails? If so, do I do that by selecting "<< Other >>" in the dropdown and then inputting the template string in the presented text field?

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  • Yes, you can do that!

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  • Can we use WebMerge to draft merged emails or can it only deliver merged documents via an attachment?

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  • Hello,

    You can build a document using our Document Builder, then choose "Email" as the output under the Settings tab. This will send an email instead of an attachment.

    Thanks!

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  • Hey Jeremy, is it possible to set up the delivery method to only use BCC? I am looking for a way to send merged documents to multiple addresses without them having knowledge of each other. Thanks!

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  • Hello!

    You'll need to just use a generic "To" email address (like your own email address) then add all the BCC.

    Thanks!

    0
  • Hi Jeremy,

    Hope all is well.

    Aside from image and url attachments, can we attach files such as PDF, Excel etc within an email delivery?

    Your response will be much appreciated. Thank you.

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  • Hi George,

    We don't have a way to attach static files directly to an email delivery, but you can use Data Routing instead: https://support.webmerge.me/hc/en-us/articles/206527146-Attach-or-Combine-Remote-Uploaded-Files

    Thanks!

    0
  • Can the merge field in Salesforce contain multiple email addresses? It would be a text field and have data such as 'john@hotmail.com, mike@gmail.com, jane@gmail.com'
    If so, use commas to separate? Thanks!

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  • Jeremy,

    I am trying to use an email mapped from a Salesforce field as my "Send Email To" Merge field

    But I cannot select a merge field unless it exists on my template... I do not want to include the email address inside the document I am sending, I just want to be able to map the email field in Salesforce to the Send to merge field

    Let me know

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  • Hi Alex,

    You can either type in the new merge field in the "Specific Email Address" box like {$EmailTo} or choose << Other >> from the merge field dropdown and enter the merge field in that box.

    The merge field does not need to be in your document.

    Thanks!

    0
  • Kevin,

    Sorry, your comment got flagged for some reason. Yes, you can have a merge field with multiple email address and we'll split them (comma separated) and send the email to each person.

    Thanks!

    0

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