Find Any Job Report by Searching Your Inbox

The Problem: Every Email Looks the Same

A customer calls about the job at 1420 Elm St last Tuesday. The office manager searches the inbox, and every report from that form has the same subject, New submission: Work Order, with attachments named by date. So they open them one by one until the right address shows up.

The fix is to put the job in the subject line and the file name, so the inbox search does the work.

Pick the Answer That Names the Job

In the form builder, open Settings and choose an answer under Label each submission with. Pick the one your office would search for: the job address, a unit number, or a work order number. It can be a text, number, or dropdown field.

Where the Label Shows Up

Once it is set, the answer goes everywhere the office looks:

• Email subject: New submission: Work Order - 1420 Elm St
• PDF file name: Work-Order-1420-Elm-St-2026-10-20.pdf
• Submission titles in the app, and the search on the Submissions page.

In the app, past submissions pick up the label too, along with any PDF you download from them. Emails use it from the next submission on.

Send It to the Office Automatically

The label pays off most with Email PDF on submit. Turn it on under After submission and add up to 10 addresses. Every submission's PDF then arrives with the job in the subject line, so searching the inbox for "Elm St" finds it.

Both settings are on every plan.

Pick a Good Label

• Make that field required, so no report goes out without it.
• Pick something that differs per job. An address or work order number helps search. A technician's name or a Yes/No answer does not.
• Keep it short. Titles are cut at 60 characters and file names at 40.

Get Started

Open any form in the builder, pick the label under Settings, and turn on Email PDF on submit. The work order template is a good place to start: its Job Location field makes a good label.