Send Email – Action Description

Send Email action is intended to send an email to selected users. The users are informed via email that the workflow step of a given item has been changed. For example, the email to the financial manager to provide invoicing.

For the Send Email action work, you need to have inserted a connection to SMTP server in the configuration file of the web service.

Recipient Groups

Enter the groups to whose members the email will be sent. The values for the Recipient Groups and Recipient Users are entered in the database identification format (ItemID) and it is possible to define one or both instances.

Fiield can be edited by inserting SQL commands using SQL# prefix. For the better arranged entering, click the ... button right to the text field itself. If you click it, the larger text window will be opened where you can easily add your commands.

Recipient Users

Enter specific users to whom email will be sent. The values for the Recipient Groups and Recipient Users are entered in the database identification format (ItemID) and it is possible to define one or both instances.

Fiield can be edited by inserting SQL commands using SQL# prefix. For the better arranged entering, click the ... button right to the text field itself. If you click it, the larger text window will be opened where you can easily add your commands.

Subject

Enter the subject of the sent email.

Fiield can be edited by inserting SQL commands using SQL# prefix. For the better arranged entering, click the ... button right to the text field itself. If you click it, the larger text window will be opened where you can easily add your commands.

Body Enter the text of the email. As in other actions, wildcards and SQL commands can be used.

System variables can be used in fields during actions creating. For more information, go to System Variables Available in Actions.

If you wish to save the currently defined action for future use in a different workflow, you can do it via Template->Export. If you have already defined actions of the Send Email type and you have already exported them from earlier workflow editing, you can reuse them via the menu Template->Import. More information about the import and export of workflow actions can be found in the chapter: Import and Export of Workflow Action Definitions.

Example – Email to the Financial Manager That Invoices Need to Be Raised

Recipient Groups ItemID of the user group to which email will be sent. If the email is to be sent to several groups, then the IDs are divided by semicolons without spaces. It can be written like this:

 

SQL#SELECT ItemID FROM Groups WHERE GroupName LIKE '%Financial manager%'

If you want to send email to more than one recipient group, you can also use SQL command similar to this one (group names are only examples, you will have different in your eWay-CRM):

SQL#SELECT ItemID FROM Groups WHERE GroupName IN (N'Sales Department', N'Economy Department', N'Technicians', N'Accountant Management', N'Project Management')
Recipient Users ItemID of the user to whom an email will be sent. Can be written like this: 
SQL#SELECT ItemID FROM Users WHERE UserName LIKE '%jlalinsky%'

If you want to insert more one user, you need to fill in their GUID (unique database identificator) - GUIDS will be separated by semicolons, like in this example:

1234-5678-90123456;9876-5432-1074104;5432-1098-7654321
Subject
$CURRENT_ITEM[FileAs] will be invoiced in $CURRENT_ITEM[Price]
Body It is also necessary fulfill the email body. It can be simple text or you can use links to make the work easier. One click will take you to the item from whose workflow the email was sent. If you want to generate a project name as a link to a given project, you can use following syntax:
SQL#SELECT 'Project: <a href="eway://Projects/$CURRENT_ITEM[ItemID]">$CURRENT_ITEM[FileAs]</a>' FROM Projects WHERE HID='$CURRENT_ITEM[HID]'