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[Babatunde]

How can I as an administrator setup a notes database, such that when users fill a form and click on the submit button, I get a confirmation mail that the form has been submitted by the person(s) involved without their own knowledge.
Thank you.

 

[marthag]

You can create a scheduled agent to send you an email.

If it is a mail-in database, set the agent to run "If new mail has arrived".

Otherwise, set it to run "If Documents Have Been Created or Modified". To receive notifications for newly submitted documents only, you can use a notification flag field in the document and create a view to hold documents where that field is blank. The agent selection formula should specify that it runs on documents in that view only.

Your agent can use simple actions to Send Mail. You can write a formula for the Subject field that contains the name of the document's creator and whatever else you want it to say.

If using the notification flag method, have a simple action after the Send Mail action that sets the value of the notification flag so the document will drop out of the special view after the email is sent to you.

 

[ajitkataria]

ask the designer of the database to add the @mailsend formula with parameters to the submit button where the sendto parameter takes up the name of administrator,
for eg; @mailsend("Administrator";copyto;blindcopyto....),
whenever the user clicks the submit button, a mail memo is generated and sent to the "Administrator" without the user ever knowing it.