CiviCRM Community Forums (archive)

I've set up a Drupal webform for my users, and I want them to receive a custom-formatted email when they click the "Submit" button.  I haven't been able to get the built-in email functionality within webform to include all the user info (from the Civi database) that I'd like, but I can automatically add the user to a Civi group.

Is it possible to send an email to new members of a group from within Civi?  If yes, how?  I've seen references to this functionality, but I cannot find instructions for how to do so.  Any pointer in the right direction will be much appreciated   

Thanks!

Are you using the Webform-CiviCRM integration module - or just standard Webform?

I am using the Webform-CiviCRM integration module, i.e. I have access to Civi data within Webform...

Pete-

I don't see how Rules will help me, though I suspect that is because my question didn't define clearly enough what I need to do.  Let me try again...

1)  Our organization requires a liability waiver be physically signed & kept on file each year, for each member.  This is currently done by sending this waiver as a part of our monthly newsletter, with the member handwriting some personal info into the top of the form, then signing & dating the waiver at the bottom.  We have in the past used this personal info to keep our membership "database" (i.e. Excel spreadsheet) up to date.

2)  Now that we've converted this old "database" into CiviCRM, all members who have created log in accounts to our web site are able to update their contact & personal info online.  I am using a Webform pre-populated with the user's Civi info to allow them to confirm &/or update this info online, eliminating the need to handwrite that info on the paper form.  However, we still require a physically signed waiver, so my goal is to get this waiver to them via email upon submission of the Webform.

3)  The waiver users will print & sign needs to have some personally identifying info from the Civi database included in it, and how best to make this happen is what I am having problems figuring out.

My original question was a (poorly worded) attempt to find out how I can get Civi to generate an email when a user joins a specified group.  My reasoning is that I know how to automatically register a user into a given Civi group upon submission of a Webform, but I don't know how to get Civi to send that user an email upon registration into that group.  I figured sending an email from within Civi would be easiest, as I know how to get Civi data into an email generated by Civi.

If generating an email from within Civi is either not possible, or is not the easiest / best solution, I am certainly open to other solutions as well.  For example, I know how to generate an email from within Webform upon submission of a webform, but I don't know how to pull Civi data into that email.  I've tried, but I haven't a clue how to properly format a token to get the Civi data to appear.

My ideal solution would be to have something like a .pdf document with the waiver and all the necessary Civi data be sent as an attachment to the user upon submission of the webform.  This would allow me to ensure that each user printed a single page to be mailed in, which I cannot guarantee if the waiver is included as the body of an email.  However, unless there is a pre-built way to do this someone can point me to, I certainly don't expect you or anyone else to try & figure out how to make this work.  I include this paragraph simply to illustrate what I see as the ideal solution from the user's perspective - I'll use the solution which gets me as close to this ideal as possible.

Hopefully this clarifies what I am looking for.  If the Rules module somehow helps me to bring Civi data into an email, or a document / web page which can be emailed, please point me toward some instructions I can follow to make this happen.  As I mentioned, I looked at all the tutorials found through the Drupal Rules module home page, but I saw nothing related to CiviCRM included there...

Finally, if you see some other solution that I haven't mentioned, I am "all ears".  I simply need to make this work, and don't care so much how at this point - this is supposed to be available to the users no later than 11/1/11, and I'm rapidly running out of time to test & implement solutions.

I really appreciate any / all help & advice you, or anyone else who has any insight into this issue might have.

Thank you very much.

Another thought.
if you use the webform-civicrm to create an 'Activity' and set it to be assigned to the user - then they get a nicely formatted email with all the fields.
You might find a way to get an extra 'blank' field in that (by not including it in the webform but including as an Activity Custom field) so that it appears at the bottom of the email with a 'Sign and Post back' label.
Dang - sorry (again) just checked and don't see an option to set the 'user' as the 'assignee' of the Activity.
Just pinged coleman to see if it might be an easy/useful option. Will come back on this if I hear back from him.

Yes, you can assign an activity to the current user, just "choose assignee from:" "webform contacts" and pick "contact 1"

With a tiny bit of fudging (see the webform_civicrm readme), you can make any field "hidden" on the form, with whatever value you want. (a step up from making it disabled). So the field will get populated, but the user won't see it on the form, just in the email.

Thanks for explaining the 'hidden' trick - i didn't pick that up in the ReadMe though it clearly says
"You can, for example, create your own webform element of a custom type, give it the appropriate form key and it will be linked to that civicrm field."
Just I hadn't recalled that Webform has its own 'hidden' field type - sweet
Confirmed it worked in terms of adding that field to the Activity email - but as you say, that isn't the most appropriate of emails since it has 'activity' related fields in it.

Profile tokens refer to the drupal profile module, not civicrm profiles. The webform integration module does not pull data from civicrm to populate tokens. Although that is a nice idea, perhaps a sponsor will step up to make that happen.

What you want are submission tokens, to get the values that were just submitted on the form. A bit farther down on the page you quoted, it says:
%value[key] - A value without additional formatting. Elements may be accessed such as %value[fieldset_a][key_b]. Do not include quotes.

Click the "edit" button on a form element to get the form key.

So if your contact is in a civi-integration-generated fieldset, first name would be:
%value[civicrm_1_contact_1_fieldset_fieldset][civicrm_1_contact_1_contact_first_name]

If the field is not inside a fieldset, you don't need the first bracket. You would just use
%value[civicrm_first_name]

If the field is inside a fieldset, click the edit button and get the key of that fieldset and put it in the first bracket, like the example says. The webform module lets you create as many fieldsets as you want, and even put them inside each other, so to get a value from a field inside a fieldset that's inside another fieldset, use:
%value[key_of_outer_set][key_of_inner_set][key_of_your_field]

However, you are using version 1 of the webform_civicrm module, so before you go any farther, I suggest you download the latest 2.x-dev version and run update.php. This will save you the trouble of having to alter these tokens in the future. After you upgrade, the correct token will be:
%value[civicrm_1_contact_1_contact_first_name]
(unless it is inside a fieldset, see above.)