# Form Automations

## Send Form PDF Automation

Automatically send the completed form PDF to the client once they have submitted the form.

**Step 1:** Go to the **Whautomate app,** Select the **Automation** menu option, Click the **Add Rule** button, and then select the **Create Rule From Scratch** option to continue.

<figure><img src="/files/5fBp60oMM1TeomgiRCeX" alt=""><figcaption></figcaption></figure>

**Step 2:** Select the **Create Rules from Scratch** option to continue

<figure><img src="/files/X5bvvknxhGgaBbkwozFb" alt=""><figcaption></figcaption></figure>

**Step 3:** Select the trigger **When a Client Completes a Form** option.

> This rule gets triggered when a form is completed by a Client

<figure><img src="/files/PdyZ1koSHwPthWFL5oUN" alt=""><figcaption></figcaption></figure>

**Step 4:** To add conditions, simply click on the "**Add Condition**" button.

<figure><img src="/files/6Txj6GY3CZYHQTDFMf7H" alt=""><figcaption></figcaption></figure>

**Step 5: Setup Condition**

(i) Choose the condition **Field** option like **"Form Template"**

(ii) Choose the condition **Operator** option like **"is part of any"**

(iii) Choose the "**Form Template**" option to select the forms that will trigger a notification when completed by the client.

Eg. I've selected a few forms for automation. The conditions function by triggering the automation when a client completes any of the selected forms specified in the condition filter. 👇

<figure><img src="/files/cqpuNqVBthhKe55CIDsx" alt=""><figcaption></figcaption></figure>

**Step 6:** Select an **Action** to send the completed form PDF to your client via **WhatsApp** and **Email.**

(i) Eg. Select a send **Action** type as the **send a WhatsApp template message** option 👇

(ii) Select the message template **send\_form\_to\_client\_3(en)**

> I used my custom WhatsApp message template **send\_form\_to\_client\_3(en)** which was already I created and approved by Meta. If you want to use your own custom WhatsApp message template, So first you need to create a new **WhatsApp Message Template**, you can select the **Create New Template** link. This will take us to the template page where we can submit our new template.&#x20;

<figure><img src="/files/ycRSW8m5rlxvuNr6ejba" alt=""><figcaption></figcaption></figure>

(iii). When you enter **(#)** in the Parameter field, a list will pop up. You can choose from the options provided to fill out the parameter details.

**Eg**: #client.name = {{client.name}}, #business.name = {{business.name}}, etc.

#### Available Personalisation Variables:

**Client Variables**

> {{client.name}}, {{client.preferredName}}, {{client.age}}, {{client.gender}}, {{client.email}}, {{client.phone}}, {{client.calendarSyncURL}}, {{client.photoURL}}, {{client.address}}, {{client.emergencyRelationType}}, {{client.emergencyContactName}}, {{client.emergencyContactPhone}}

**Business Variables**

> {{business.name}}, {{business.address}}, {{business.phone}}, {{business.mapDirectionUrl}}, {{business.operatingHours}}

**Form Variables**

> {{form.name}}, {{form.clientName}}, {{form.status}}, {{form.url}}, {{form.partialUrl}}, {{form.pdf}}, {{form.downloadId}}, {{form.id}}

<figure><img src="/files/IHbvoCL28nezrJ3FenWj" alt=""><figcaption></figcaption></figure>

**Step 7:** After entering all the necessary information, please click on the "**Save**" button to save your changes. 👇

<figure><img src="/files/AvSfEP8LatnGDOCS2v9v" alt=""><figcaption></figcaption></figure>

**Step 8:** Now, Create a test client and send a form yourself then complete the form to test it. 👇

<figure><img src="/files/iuhvuAgzWDy03w3Ou00m" alt=""><figcaption></figcaption></figure>

***

## Send Form PDF to your client via Email

<mark style="background-color:yellow;">Note: Implement the automation trigger and conditions outlined in the upper section, which corresponds to those utilized in the</mark> [<mark style="background-color:yellow;">Send Form PDF Automation</mark>](#send-form-pdf-automation)<mark style="background-color:yellow;">.</mark>

Step 1: Select a send **Action** type as the **Send Email** option 👇

(i) Choose the **Recepient** option like **Client associated - If exists**

(ii) Choose the **Attachment** option like **Paste URL** and Enter the attachment URL **"{{form.pdf}}"**\
When you enter **(#)** in the Attachment Paste URL field, a list will pop up. You can choose from the **{{form.pdf}}** options in the variable list.

(iii) Enter Email **Subject** Eg. Your {{form.name}} Submission Confirmation and PDF Copy.

<figure><img src="/files/Y079yZAH9ohNvIBv0eJO" alt=""><figcaption></figcaption></figure>

(iv) Enter the Email **Message** according to your preferences.

**Note:** Please enter **(#)** to choose from personalisation variables in the parameters E.g. client name, location name, etc.

[**Available Personalisation Variables for Email Template Mentioned in the upper section of WhatsApp:**](#available-personalisation-variables)

<figure><img src="/files/NVfyLSltGqUCiuRHVX4I" alt=""><figcaption></figcaption></figure>

**Step 2:** After entering all the necessary information for the Email template, please click on the "**Save**" button to save your changes. 👇

<figure><img src="/files/ScDFMPGylQmtUTO8mDDr" alt=""><figcaption></figcaption></figure>

**Step 3:** Now, Create a test client and send a form yourself then complete the form to test it. 👇

<figure><img src="/files/9w1S0ravSABotxvfrTFu" alt=""><figcaption></figcaption></figure>

***

## Send Form Completion Notification to Staff

Step 1: Select a send **Action** type as the **send a WhatsApp template message** option 👇

<mark style="background-color:yellow;">Note: Implement the automation trigger and conditions outlined in the upper section, which corresponds to those utilized in the</mark> [<mark style="background-color:yellow;">Send Form PDF Automation</mark>](#send-form-pdf-automation)<mark style="background-color:yellow;">.</mark>

(i) This is to send a notification for **When a Client Completes a Form** to staff via WhatsApp.

(ii) Select the staff(s) you want to send notification eg.  I have selected the **John Doe** staff.

(iii) I used the custom WhatsApp message template which was already created and approved by Meta. So first you need to create a new **WhatsApp Message Template**, you can select the **Create New Template** link. This will take us to the template page where we can submit our new template for custom notifications.

(iv) After entering all the necessary information, please click on the "**Save**" button to save your changes. 👇

<figure><img src="/files/XFdMp9hqYHEqnJH3rtnW" alt=""><figcaption></figcaption></figure>

**Step 10:** When a Client Completes a Form the notification received by your staff(s) like this **👇**

<figure><img src="/files/D2AXR3S5t5kT6wi44AIj" alt=""><figcaption></figcaption></figure>

***

## Automatically Assigning Client Tags through Form Responses.

**Step 1:** Go to the **Whautomate app,** Select the **Automation** menu option, Click the **Add Rule** button, and then select the **Create Rule From Scratch** option to continue.

<figure><img src="/files/2BhBrda2t8E9b1PHAPY8" alt=""><figcaption></figcaption></figure>

**Step 2:** Select the trigger **When a Client Completes a Form** option.

> This rule gets triggered when a form is completed by a Client

<figure><img src="/files/T2ZDXyJN96q6bTqqMsWs" alt=""><figcaption></figcaption></figure>

**Step 3:** To add conditions, simply click on the "**Add Condition**" button.

<figure><img src="/files/eqlIgBD2CFwmTZCYXkL1" alt=""><figcaption></figcaption></figure>

**Step 4:** **Setup Condition**

(i) Choose the condition **Field** option like **"Form Response"**

(ii) Choose the **Form** eg. I have selected the **"Fitness, Wellness Studio Lead Generation"**

(iii) Choose the "**Form Question**" eg. **Fitness Goals**

(iv) Choose the condition "**Operator"** option like **"equals" 👇**

(v) Choose the Form Question Answer **"Value"** eg. **Weight Loss**

Eg. I've chosen the **Fitness and Wellness Studio Lead Generation** form. I've configured a condition: when a client completes the form and selects "**Weight Loss**" as their answer to the **Fitness Goals** question, the automation is triggered. 👇

<figure><img src="/files/OgG83ltnXOZ8ha2hLmIg" alt=""><figcaption></figcaption></figure>

**Step 5:** Select a send Action type as the **Add Client Tags** option 👇

(i) If you have already created **tags** use that, To create a new tag, type the tag name and click the add button that appears on the list

(ii) I have Selected the Client Tag(s) eg. **Weight Loss** based on the form response conditions. 👇

<mark style="background-color:yellow;">**Note:**</mark> <mark style="background-color:yellow;"></mark><mark style="background-color:yellow;">Add tags to the client based on the conditions and trigger setup in the rule. This can be used in conditions to segment clients in subsequent rules.</mark>

(iii) After adding the tag Click the **Save** button 👇

<figure><img src="/files/jqw2ZduqpjQrySwDmrpZ" alt=""><figcaption></figcaption></figure>

**Step 6:** Now, Create a test client and send a form yourself then complete the form to test it. 👇

<figure><img src="/files/FVldWR47mcbZBjSsHsq5" alt=""><figcaption></figcaption></figure>


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