You can set up DataScope to automatically send an email every time a user submits a new answer to a form.
There are two types of notifications:
Notifications to fixed email addresses: always sent to the same addresses.
Notifications to client email addresses: sent to the addresses associated with the client or place selected in the answer.
📩 Notify fixed email addresses
This option lets you automatically send an email to one or more addresses every time an answer is submitted for a specific form.
How do I set it up?
Go to Forms.
Select the form you want to configure.
Go to Configure > Configure Email.
Fill in the corresponding fields:
Email Subject: the subject the email will have.
Email Message: the content recipients will receive.
Email Signature: the signature shown at the end of the email.
Download Link Name: the text for the link to download the answer's PDF.
Email Sender Name: the name that will appear as the sender.
Fixed emails to notify: the addresses that will automatically receive a notification every time an answer is submitted.
You can add several addresses in Fixed emails to notify, separating them with a comma.
Can I add an image to the email?
Yes. You can add images, such as your organization's logo, using the option to insert images within the email editor.
📍 Notify a client's email addresses
You can also set up DataScope so the notification is automatically sent to the email addresses associated with the Place selected in an answer.
For example, if you have different clients and want each one to receive only the answers related to their own place, you can use this setup.
1. Add the client's emails in Places
First, make sure the email addresses are registered in the corresponding Places List. You can add one or more email addresses to a place.
2. Add a Data List Selection question
In the form, create a Data List Selection question that uses the Places List. The option selected in this question will determine which email addresses receive the notification.
3. Turn on automatic notification
Once the above is set up:
Go to Forms.
Select the form.
Go to Configure > Configure Email.
Turn on Automatically notify by Email.
From that point on, when an answer is submitted, the notification will be sent to the email addresses associated with the selected place.
🔎 Is the notification not arriving?
If you set everything up correctly but a recipient says they're not receiving the email, check in this order:
Check the spam or junk folder. This is the most common cause: the email is sent correctly from DataScope, but the recipient's email provider filters it as spam.
Confirm that "Automatically notify by Email" is turned on under Forms > Configure > Configure Email.
Verify the email address is spelled correctly, whether in Fixed emails to notify or in the corresponding Places List.
If the problem only affects one specific recipient (and others are receiving the email normally), it's likely a spam filtering issue with that particular email provider, rather than a configuration problem in DataScope.
If the notification still isn't arriving after checking this, contact our Support team through the platform's chat with the recipient's email and the form's name.
🚫 How do I turn off notifications?
If you no longer want to send automatic email notifications, go to Forms > Configure > Configure Email and turn off Automatically notify by Email.
📌 Important
The Automatically notify by Email option controls whether the notifications configured for that form are sent. If it's turned off, these emails won't be sent automatically.