Disable Email Confirmation on Forms

We have multiple use cases for adding an email to a task. In some cases, we want to notify that email of task submission & in some cases we don’t (i.e., we track the email so our team can easily send any deliverables / ask questions, but we don’t want Asana auto-generated emails blowing up our vendors or customers).

It would be really great to have more control of the email confirmation after form submission. Either be able to select WHICH email field it is linked to, disable it altogether, or be able to use a static email for confirmation.

Thanks!

You can do this now by deleting the built-in email field from your form, then if appropriate adding a text field to capture an email address.

You could do this by disabling the built-in conformation per above, then creating a rule using either the Gmail integration or using the “Send an email notification” action in our Flowsana integration.

You could do this by disabling the built-in conformation per above, then creating a rule using the “Send an email notification” action in our Flowsana integration.

2 Likes

I can’t seem to delete the email field.
Is this because I have the sharing set to My Organization only?

No, it can still be deleted for Organization-only forms.

When you click into the “Email address” field box, you don’t have a little trashcan icon in the upper right?

image

Nope.
See screen recording here: 07.07.2023_14.18.15_REC
You can even see the email field get added back when changing the sharing setting to Organization only.

Ah, this is why:

If you have that setting enabled, then the Email Address field can’t be removed. (It gets auto-filled with your Asana user email.)

Ah, yep.

The irony is that if they’re added as a collaborator they really don’t also need an email confirmation. But if they’re not added as collaborators an email confirmation would be useful.

Right now we can only have both or neither, when what we really need is one or the other.

I hear you, @Liohn_Sherer, it is somewhat ironic.

Just FYI you can send an email notification to the form submitter (independent of the collaborator setting) via either the Forms Support feature or the Send an Email Notification rule action of our Flowsana integration.