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How to create a secondary alert in a form?

When a form is submitted, you can set up an alert to notify someone. For example, when a form is submitted as failed, the supervisor gets an email straight away.

What you'll build

An email service (the recipient list), plus a second, standalone alert whose only job is to fire that service. You then attach this secondary alert to a workstate on your primary form's workflow, so it fires whenever the form is submitted into that state.

Step 1 — Open Services

From the left menu, click Alerts & Flow, then Services.

 

Step 2 — Create a new email service

In the Email tab, click + New Service.


Step 3 — Name and configure the service

Enter a Title for the service (e.g. QA Team), enter each recipient's email address on its own line, then click Save.

Step 4 — Open Alerts

From the left menu, click Alerts & Flow, then Alerts.


Step 5 — Choose or create an Alert Group

Create a new Alert Group, or select an existing one. An Alert Group is a folder that all your alerts live in.

Step 6 — Create the secondary alert

Create a new alert — for example, QC Checklist Form Failed.

Step 7 — Write the alert message

In the General tab, enter the message you want the recipient to receive.

Use the Variables picker (</>) to pull in Alert Data or Product Data, e.g.:

E.g. The QC checklist on {{>workcentre}} has failed. Supervisor's assistance is required. Product: {{>product_id}}

 

Step 8 — Add a workflow

In the Workflow tab, click + New Workflow, name it, and add a Closed State.

 

Step 9 — Add a state for the notification

Click + Add State, name it (e.g. Email Sent), choose a colour, then click Add State.

Step 10 — Turn off Permit valid form and Permit invalid form

Edit the state's form permissions and toggle both Permit valid Form and Permit invalid Form off.

This state exists purely to trigger the email — it isn't something an operator should ever be offered as a submission option, so it shouldn't appear in their state list at all.
 

Step 11 — Attach the service to this alert

In Services, add the recipient service you created in Steps 1–3 (e.g. QA Team) to this alert.

 

Step 12 — Attach the secondary alert to your primary form's workstate

In your primary alert (e.g. QC Checklist), attach the secondary alert (QC Checklist Failed) to the Alerts section of the workstate you want it to fire on.

Test it

Submit the primary form into the workstate you attached the secondary alert to. The service should fire immediately and the recipients should receive the message you configured in Step 7.