A Trigger allows you as the administrator to receive automated notifications from Nest Forms when a response or responses have been received to your account. This can be by email or as even updates and additions to some of the popular third party cloud platforms (Google Drive, Dropbox, Microsoft OneDrive).
Some of the Trigger features described below are only available based on the subscription package you have chosen, this is explained in the table towards the end of the help page.
Depending on your subscription, you can choose separate trigger types.
For instance, you can choose options like receiving a summary email for all responses received during the day. Or you can save a new response into your Google Drive account as soon as it is created and many other options.
Create a new trigger #
In order to assign a trigger to one of your forms, just click on Triggers in the submenu on your Dashboard. This will bring you to the list main Triggers page, from here you can edit your existing triggers or add your first trigger by clicking on the “Add Trigger” button.
When you have clicked on the “Add Trigger” button, you can create your trigger by following these steps below:
Give a name to the new Trigger
Select the Trigger type (Webhook, Email, external storage etc. explained below)
Select the Trigger frequency (Instant, Hourly, Daily, etc...)
Associate the specific forms #
|You can select which forms your trigger is associated with. You can also easily set all forms by clicking to “Select/Deselect All”.
Finally, when you tick the checkbox “Apply to new forms”, any newly created form in your account will be automatically added to this trigger.
Understanding Trigger Types #
There are multiple Trigger types that you have at your disposal based on your subscription:
You can choose between Daily, Hourly and instant updates and you will only receive notification emails when there are new responses.
(Please note standard users can choose daily updates, Advanced users can choose daily or hourly, and Premium can choose Daily, hourly and instant. Non Premium users can also add instant triggers using a separate paid module.)
Make sure to verify the email address that is going to receive the notifications when setting up your trigger, you will be asked to do this when saving the trigger.
There is already a pre-written email message that is sent with the trigger notifications, you can see it when editing your new trigger, but it should cover your needs by default and you should only need to edit this mail if you really need to add some more personalised information into the email.
For instant email triggers, you have an option to select Responder or Form item in the “Email To” or the “Email CC” field.
Responder - Sends an email to the user that was logged into the app entering the data.
Form Item - Sends an email to the email address entered into the Response.
This requires a small amount of setup:
- First, make sure you have an Edit component with the Email type set in the form.
- Then you can edit the trigger, set the type as Email and Frequency to Instant.
- Pick the ‘Form Item’ option from one of the Email To or Email CC dropdowns.
- You will then see red warnings for the forms on the right hand side.
- Mouseover the form with the red warning and click to the trigger icon and the popup will open.
- In the form options popup, go to the “Email” tab and choose the desired field in the “Email Field” section.
- Don’t forget to confirm your settings in the popup and also to update your trigger.
Google Drive & Sheets
Will automatically sync all new responses within your designated Google Drive & Google Sheets account. Please remember that all responses are sent (including pending responses).
The most common enclosures include incremental spreadsheet updates and media files, but you can also choose PDFs, Word documents, Excel etc.
Will automatically sync all new incoming files with your designated Drop Box Account
Please remember that all responses are sent (including pending responses).
Microsoft Excel Office 365 OneDrive or SharePoint
Will automatically sync all new responses within your designated Excel file within your Microsoft OneDrive or SharePoint account. Please remember that all responses are exported (including pending responses).
Microsoft OneDrive or SharePoint files
Will automatically sync all new incoming files with your designated Microsoft OneDrive or SharePoint Account. Please remember that all responses are exported (including pending responses).
FTP / sFTP - will automatically export all new responses into your private FTP or sFTP account. This will allow you to have a copy of all data you have collected. This can include Word documents, single and multi PDF documents, Excel sheets or all files and images collected by your colleagues. Please remember that all responses are sent (including pending responses). Available to Advanced & Premium users only or as a separate paid module.
Autoapprove - automatically sets the the response to approved (once all the images are submitted). This works as an instant trigger only. Available to Premium users only.
Webhook: Informs an external web application to process the data or to perform some additional action. We believe that this will be mostly used as the Instant option when the trigger is automatically called whenever the response reaches the server.
It is even possible to join the webhook to the Nest Forms application, so that your website can perform more actions afterwards.
In order to validate the URL, when the trigger is created or the endpoint is changed, an activation request is sent to the endpoint URL. This request contains application/www-urlencoded-data data with a confirmation URL.
The Webhook trigger is only available on the Premium plan or as a separate paid module.
We also integrate with Boberdoo using the webhook.
For Advanced and Premium users, we also provide triggers to send your data to the following cloud storage options: Google Drive, Dropbox, Microsoft OneDrive and SharePoint.
When you want to use the trigger for any of the these cloud storages, just try the first export manually (on the reports page). This will then setup a communication with your third party provider. Then there are no special settings needed in triggers if you create one later.
Each Trigger reports every response only once (e.g. Weekly report Responses finished within the last week).
Daily - The most often used trigger - you can just get a notification on how many forms were filled during the previous day (Available to all paid subscriptions). You can specify the exact time you prefer the trigger to run.
Weekly - Similar to daily, except sent once a week. You can also set date and time that you want to activate the Trigger. (Available to all paid subscriptions)
Fortnightly - Similar to daily, except sent every two weeks. You can also set date and time that you want to activate the Trigger. (Available to all paid subscriptions)
Monthly - Similar to daily, except sent every month. You can also set date and time that you want to activate the Trigger. (Available to all paid subscriptions)
Hourly - Similar notification to daily, except it is sent on the hour. Which allows you to review these responses within the same day if required (Available to Advanced & Premium users only).
Instant - You receive one notification per response to your form in real time (Available to Premium users or as a separate paid module)).
Trigger Rules #
If you only want to be informed by trigger for certain responses, you can set rules for this. Just tick the form on the right hand side, then mouseover and click on the lightning icon
Select the question, then set the condition and the value.
There are many different filter conditions that you can apply.
Some examples are: empty, not empty, equal and not equal.
For text questions you can also use the filter contains text.
Some condition examples include:
Empty - No answer received,
Not empty - Answer received,
= (Equal) - If the answer is the same as your specified value (usually used for dropdowns, single answer, multiple answer)
!= (Not equal) - If the answer is different to your specified value
For dropdowns, single answer, multiple answer components, you can choose the values from the dropdown.
For numbers, you can also compare by greater than and lower than.
You can easily add an additional question by clicking to Add new Rule.
When you have multiple questions, you can specify whether the trigger will be sent when any or at least one of the rules is met.
For example: If you want to receive emails only when the user chooses a specific flavour of ice cream “Pistachio”, then set the following: Question: Favourite ice cream, Condition: Equal, Value: Pistachio
Trigger Email answers #
When you are receiving trigger emails and you want to see certain answers directly in the email content, you can specify the answers in the “Email answers“ tab.
Just choose the form on the right hand side, then mouseover, click on the lightning icon and click to the second tab called “Email Answers”.
Here you can specify which answers you want to to display directly in the content of the email.
And you will see it in the email similar to following:
Trigger options subscription summary #
- Free - No Triggers available.
- Standard - Allows daily, weekly, fortnightly & monthly triggers including standard exports.
- Advanced - Allows the email advanced export options + Google drive, Google sheets, Dropbox, also allows for hourly triggers.
- Premium - allows the use of webhooks, autoapprove and instant triggers.
Some trigger types might be available to Standard & Advanced subscription types as a separate paid monthly module (eg: Instant Triggers, Google Drive, Dropbox, Microsoft). See pricing page for more details.