Workflow rule - Send email

The
Send email
action sends a customised email when the selected conditions are met.
Select
Send email
in the
Action
tab.
Each field is described below:
  • Subject
    - This is the subject of the email
  • To
    ,
    Cc
    and
    Bcc
    - These are lists of all of the recipients of the emails
  • Email content
    - This is the content of the email
  • Attachments
    - You can attach a static file from your site, the triggering document if the trigger is a file, or dynamically attach a file from an iSheet record

Subject

Enter the subject for the email.
If you need to vary the subject of the email, select
Insert variable
next to the subject field to display the
Insert variable - Subject
screen.
In the
Variable to be used
dropdown, you see all variables available to you. If an iSheet is used as a trigger, columns from that iSheet are available (in this example, we have
File author
,
File name
and
Recipient name
).
Select the variable you want to use, ('file name' in this example) and select
Insert
.
In this case, the field is populated with the name of the file.

Email recipients

Add recipients for the email in the
To
,
Cc
and
Bcc
fields. Type a fixed address, or select
Insert variable
to add addresses from the triggering record.
Select
Insert variable
next to the email recipients field to open the
Insert variable - Email recipients
screen.
Select the variable that you want to use, (if your trigger is a file, the only option is 'File author') and select
Insert
.
If your trigger is an iSheet, any user lookup column can be used as a variable.
In this example, when the trigger is activated, the author of each file becomes the recipient of the email.
Send emails to user groups
You can also select a
group
as a recipient.
This ensures that everyone in the group receives the custom email.
Grouping emails or sending them individually
Emails sent to people in the
To
field may be sent as a group or individually. The default setting is to send these as a group; one email is sent to all recipients in this field.
Select
Send each 'To' recipient a separate email
to send emails individually, this means that the recipients receive separate emails and they do not see that each other has received the email.
Sending emails - Internal error
If the email server returns an 'Internal error', such as when an incorrect email address is supplied, Workflow attempts to send the email over the next five days. If the email is not successfully sent after five days then the rule stops and reports a failure.

Email content

Enter your email content in the
Email content
field.
Select
Insert variable
to add variables from the triggering record or other fields.
In the
Variable to be used
dropdown, you see available variables. If an iSheet is used as a trigger, columns from that iSheet are available (in this example, we have
File author
,
File name
and
Recipient name
).
Select the variable(s) you want to use, (File name, File author and Recipient name in this example) and select
Insert
.
When the trigger is activated, each of the variables is replaced with the relevant data and sent to the email recipients.

Adding attachments to the email

You can add attachments to the email. You can attach a static file from your site, the triggering document if the trigger is a file, or dynamically attach a file from an iSheet record.
Select
Override file permissions and enable attachments
, then select
Allow iSheet attachment
or
Allow file attachment
.
If you select
Allow iSheet attachment
, select the attachment column from the dropdown list.
If you select
Allow file attachment
, select
Browse
to select a file from the File module.
Click Add action to add further actions.
Select
Save
to save your changes.