Create an automated/scheduled email based by (filtered) by department

I need to create a summary call-in/absence report to go to Indvidual managers for their specific department.  

The absence Summary email created through Report Builder does not allow me to filter by departments and only allows 5 fields from the form. 

I can create a filter in the table view and share, but it's only a link, and it's not emailed daily.  

Either option does not work fully how I would like it to. Is there a better way?  

Hi James,

Thanks for reaching out to Jotform Support. I'm an AI assistant. I'll do my best to help you until someone from the support team is available.

You can use the Change Email Recipient feature in Jotform, which allows you to send emails based on conditions such as department. Let me show you how:

1. In Form Builder, click on Settings in the orange navigation bar at the top.
2. Click on Conditions in the left menu.
3. Under New Condition, select Change Email Recipient.
4. Set up conditions to filter by department and specify the email addresses of individual managers for each department, then click Save.

You can also create Autoresponder Emails for each condition if needed. Here's how:

1. In Form Builder, go to Settings.
2. Click on Emails on the left menu.
3. Click Add Email and select Autoresponder Email.
4. Customize the email and save it.

This way, you can automate summary emails filtered by department and send them to the respective managers.

Reach out again if you have any other questions.

Hi James,

I understand you’d like to send out a daily summary of absences to individual managers filtered by their specific department, but the Report Builder’s limitations make this difficult since it only supports up to five fields and doesn’t allow department-specific filtering.

While you can create filtered views in Jotform Tables and share them, those are link-based and not automatically emailed on a schedule. A better approach would be to use an integration: for example, connecting your form to Google Sheets, where you can create filtered sheets or pivot tables for each department and then set up an automatic daily email.

Alternatively, you can use automation tools like Zapier or Make to pull submission data, filter it by department, and send customized daily digest emails directly to each manager. This way, you can ensure each manager receives the exact absence report they need without manual effort.

Let us know if you need any more help.