Workflow: Email
Within Sintel Forms emails can be sent in 2 ways:
- When a form changes from one status to another
- When a task is assigned (tasks can be assigned to specific people/groups)
We support the following recipients:
- An Office 365 user (one or more people)
- SharePoint groups (once group membership is visible)
- Any email address (internal & external)
- Distribution lists (once outside senders is enabled)
- Mail-enabled security groups (once outside senders is enabled)
- Shared mailboxes
- A “Person or Group” field from within the form
- A “Single line of text” field from within the form
Note
When using a “Single line of text” field you can send an email to more that one person by entering a series of email addresses separated by a semicolon “;”.
1. Recipients
You can configure to whom you wish to send emails filling in the appropriate fields like any other email program:
- To – is for people that the message directly affects.
- Cc – is for people you want to know about the message. The other recipients see those addresses.
- Bcc – is for people you want to know about the message, however, other people don’t see their addresses.
For each of these fields you can simply start typing and people or SharePoint groups that match what you have typed in will be suggested to you. As we mentioned it’s also possible to use “Person or Group” columns or a “Single line of text” columns from within the form by typing “{” and when you do this any of these types of columns from within the form will be displayed to you. It’s worth noting that if you attempt to use “Single line of text” columns to send email to multiple users you need to ensure the email addresses stored in the column are separated by “;” i.e. joe.bloggs@company.com;mary.bloggs@company.com
Note
If you are attempting to send emails to email addresses defined in another list such as a scenario where you have a lookup column on the form and are pulling in data from another column in the lookup list based on the value chosen in the lookup this won’t work. This is because the related column type is “lookup” and we do not support the use of this type of column in the “To, Cc or Bcc” setting when sending emails. However you can accomplish this by having a “Single line of text” column within the form, using logic to set it’s value equal to the value of the related lookup column and then using that “Single line of text” column in the “To, Cc or Bcc” setting in the workflow.
2. Content
The Subject and Body fields also provide cool functionality allowing you to embed any of the data within the form by simply typing “@” and selecting the fields you wish to embed. The selected placeholders will be replaced with the actual values when the emails is sent.
In addition to the form fields, we have provided some additional placeholders that can be added to the subject/body:
- now – date and hour of the email sent;
- today – date of the email sent;
- displayURL – link to the form which displays form in view mode;
- editURL – link to the form which displays form in edit mode;
- formStatus – status of the form at the moment when mail was sent;
- workflowHistory – workflow history contains statuses, tasks, dates and time of changed and persons who made the change;
- attachments – list of links to the attachments (if any) that were added to the form.
Examples
Output:
