Overview
Site auto-emails send copies of submitted forms to any email address automatically, so recipients get form data without logging in to Salus.
This is useful when someone outside your Salus account needs a record of site activity, such as a client, a safety officer, or head office. Instead of exporting and forwarding forms by hand, you set the rule once and Salus sends the forms for you.
Auto-emails are set per site, so each site sends only its own forms to the recipients you choose.
Note: Auto-emails send forms from a single site. To send forms at the company level across all sites, use Webhooks instead. See Webhooks.
Navigation
Create a site auto-email
- From the Salus Desktop home, click Sites in the left navigation.
- Search for your site, then click it to open it.
- Click the Settings tab.
- Click Auto-emails.
- Click + Add Email. The Add Email window opens.
Fill in the Add Email window
The Add Email window has three fields.
Auto Email Forms To (required)
The email address that receives the forms. To send to more than one recipient, type each address separated by a comma.
Use it when: you know exactly who should receive the forms. This field must be filled before you can save.
Interval
When Salus sends the forms. Some intervals send as soon as a form reaches a status, and others send on a schedule.
Use it when: you want to control the timing of the emails. See the interval options below.
Forms
The forms to send. This is a multi-select list that shows the form titles from your form library. Click each form you want to include. Selected forms appear as a comma-separated list in the field.
Use it when: you want to send specific forms rather than every form on the site.
Interval options
The Interval dropdown has six options. The first three send an email the moment a form reaches that status. The last three send a digest on a fixed schedule.
- On Create: sends when a form is first created.
- On Pending: sends when a form is submitted but still awaiting review or signature.
- On Completed: sends when a form is fully completed.
- Daily: sends a daily batch of the selected forms.
- Weekly: sends a weekly batch of the selected forms.
- Monthly: sends a monthly batch of the selected forms.
Note: On Create, On Pending, and On Completed react to a form's status, so recipients get an email each time a form hits that stage. Daily, Weekly, and Monthly send on a schedule instead. Choose a status trigger for real-time updates, or a schedule for a regular summary.
Save the auto-email
- Enter one or more recipients in Auto Email Forms To.
- Select an option from the Interval dropdown.
- Select one or more forms from the Forms dropdown.
- Click Add.
Note: The Add button stays greyed out until you enter a valid recipient email. If the button will not click, check that the Auto Email Forms To field has an email address and does not show the red "Email is required" message.
What happens next
After you click Add, the window closes and the new auto-email appears in the Auto-emails list for the site. Salus starts sending the selected forms to the recipients based on the interval you chose.
If you chose a status trigger (On Create, On Pending, or On Completed), recipients get an email each time a matching form reaches that status. If you chose a schedule (Daily, Weekly, or Monthly), recipients get a batch of the selected forms on that cycle.
Recipients receive the forms by email and do not need a Salus account.
Frequently Asked Questions
Why is the Add button greyed out?
The recipient field is required. The Add button stays disabled until you enter a valid email in Auto Email Forms To. Interval and Forms alone will not activate the button.
Can I send to more than one email address?
Yes. Type each address in the Auto Email Forms To field, separated by a comma.
What is the difference between the status intervals and the scheduled intervals?
On Create, On Pending, and On Completed send an email as soon as a form reaches that status, so recipients get real-time updates. Daily, Weekly, and Monthly send a batch of forms on a set schedule instead.
What does On Pending mean?
A form is Pending when it has been submitted but is still awaiting review or signature. On Pending sends the form at that stage, before it is fully completed.
Can I select more than one form?
Yes. The Forms dropdown is multi-select. Click each form you want to include, and your selections appear as a comma-separated list in the field.
Which forms show up in the Forms dropdown?
The dropdown lists the form titles from your form library. If a form is missing, confirm it exists in the library.
I do not see the Auto-emails option. What should I check?
Auto-emails live under the site Settings tab and require Full Access permissions. If you do not see the Settings tab or the + Add Email button, confirm your access level with an administrator.
How is this different from Webhooks?
Auto-emails are set per site and send that site's forms. Webhooks are set at the company level. If you need to send forms across all sites, use Webhooks instead.
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