Using Notification Variables

Using Notification Variables

The "Notifications" feature allows users to send in-app messages and emails directly from a form. When composing the subject and body of these messages, you can insert dynamic variables, which are automatically replaced with relevant data when the notification is sent. This allows you to personalize and tailor messages based on the form and its content.

Dynamic Variables

Dynamic variables are inserted using curly braces  { }  and represent different data points related to the form, the subject of the form, or the record itself. Below is a list of supported variables and their functions:
  1. {subjectName}: Inserts the name of the subject (e.g., student, staff, etc.). This is who the message is about, not necessarily the recipient.
  2. {senderName}: Inserts the name of the individual sending the message.
  3. {locationName}: Inserts the location name related to the form or subject.
  4. {formName}: Inserts the name of the form from which the notification is being sent.
  5. {subjectLocalId}: Inserts the subject’s local ID.
  6. {subjectPropId}: Inserts the subject’s proprietary ID.
  7. {elementId#}: Inserts the value of a specific form element, whether or not it is part of a repeater. Replace  #  with the ID of the form element you want to reference (e.g., {elementId12345}).

Repeater Variables

For forms with repeated sections, you can include dynamic information from each repeated instance:
  1. {repeater}: Begins a block of repeated content. Add the element ID of the repeater container (e.g., {repeater12345}). The entire block of content within this variable will be duplicated for each instance of the repeated section.
  2. {/repeater}: Marks the end of a block of repeated content. The end block must contain the same elementID as the beginning variable.

Limitations:

  1. Repeaters are not supported in the subject line: Repeater blocks cannot be used in the subject of a message.
  2. Nested repeater blocks are not allowed: Repeater blocks cannot contain other repeater blocks. Each repeater must be a standalone block.

Inserting Variables Using the UI

To make it easy to insert these dynamic variables into your message, the UI provides buttons for each type of variable. Follow these steps:
  1. Place your cursor in one of the fields for the subject or message body.
  2. Select one of the variable buttons, such as Subject's Name, Sender's Name, Location Name, etc. The corresponding variable will be inserted at the cursor’s position.
Here is the available UI for inserting variables:

Example

Here’s an example of how you might use dynamic variables within a notification, where the subject of the form is someone other than the recipient:

Subject

Form Submission for {subjectName}

Body

A form, {formName}, has been submitted for {subjectName} by {senderName} from {locationName}.

The identifiers for {subjectName} are:
Local ID: {subjectLocalId}
Proprietary ID: {subjectPropId}

Submitted data:
Field 1: {elementId682343735111}
Field 2: {elementId682343735112}
Field 3:
{repeater682343735113}
{elementId682343735114}
{/repeater682343735113}

Best Practices

  1. Test your message: Always preview the message to ensure that the variables are replaced with the correct data before sending.
  2. Limit sensitive data in email: We recommend including only enough information in the email to indicate that a notification has been received. Detailed information should be shared via the secure Notification Board.

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