Add recipients to forms
As a form designer, you can control whether the form:
- Includes recipients by default
- Displays the Recipients section to the message sender
- Displays the Recipients section in an expanded or a collapsed view
Although you can move the Recipients section anywhere on your form, you cannot remove it from the form because messages must have at least one recipient defined before they can be sent.
Add predefined recipients
Predefining form recipients is optional. However, when there is some clarity about who needs to be notified about a given situation, you will probably want to predefine one or more recipients for your form.
For example, a form named Critical Database Outage might have predefined recipients such as a dynamic team named On Call Oracle DBAs, and a user named Kelly Clarke, who is the VP of Operations. You can even control whether the message sender can view and edit the predefined recipients list, as explained below.
Predefined recipients example
On the form's Layout tab, do one of the following:
- Start typing a recipient name into the search field and select it when it appears.
- Type two spaces to view a list of all existing options and select a recipient from the list.
- If you want to limit your search to a specific type of recipient, click the drop-down list under Recipient to select a type. Available types include: All, Users, Groups, Dynamic Teams, and Devices.
- You can use the search filter to specify if the name of the recipient contains, starts with, ends with, or equals the entered search term.
If you want to count responses, you can select the Count Responses check box, organize the recipients into groups, and specify a fill count for each group. For more information about this option, see Specify response counts.
If you do not add any predefined recipients to your form, the Recipients section is automatically shown to the message sender. However, if you have predefined at least one recipient, you can choose whether the Recipients section is displayed to the message sender (by default, the section is displayed). In effect, hiding or displaying the Recipients section controls whether the message sender can edit the Recipients list.
In some cases, your organization may have very clear policies about who should receive certain notifications, and in such cases you may choose to hide the Recipients section to prevent changes to the predefined recipients list. In other situations, you may want to have predefined recipients but still allow the message sender the flexibility to customize the list based on the circumstances of a situation when it occurs.
On the form's Layout tab, click the Show/Hide Recipient Section icon (the eye icon).
Note that light gray indicates that the section will be hidden, and darker gray indicates that it will be displayed.
You can control whether the Recipients section appears by default in an expanded or collapsed state, based on whether your priority is maximum visibility or saving space on the form. For example, if it's likely that the message sender will be modifying the recipient list, you may want to have the section appear by default in expanded mode. If other aspects of the form are likely to be the message sender's focus, specifying a collapsed view as the default might be more appropriate.
By default, if no recipients are predefined, the Recipients section appears on the form in expanded mode.
On the form's Layout tab, click the Expand/Collapse Recipients Section icon (this icon toggles between the two default views).