Sending Documents by E-mail

A generated document can be sent by e-mail automatically via E-mail Alert workflow action. This action allows you to create an e-mail message that will be sent to specified addresses, when a certain event occurs in the frames of the workflow. The E-mail Alert action includes the Attach Document dropdown, where you can select a document that should be automatically sent by email.

To render the document output as a PDF file or a DOCX file, set the Output Format in the document settings.

The action can be triggered by a Workflow Trigger or by a Custom Button. So at first you should create a new trigger or a new custom button or use an existing one.

After that you can add the E-mail Alert action to this trigger or button:

Click the Setup link in the top right corner of the window.

Choose a table and click a corresponding tab at the top of the window.

From the menu in the main frame select Rules > Workflow Triggers (or Custom Buttons )

To add an E-mail Alert workflow action, edit the existing trigger or custom button.

Click the New button in the Actions section and select the Email Alert action type:

Fill in the New Email Alert form according to your needs and choose the document in the Attach Document dropdown displayed at the end of the form.

More details about the E-mail Alert setting are listed below.

In the General section of the form enter the e-mail alert general data:

Name

In the Name field enter a name of the alert.

Description

In the Description field enter an e-mail alert description if needed.

From

Specify from whom the e-mail should be sent.

You can use the following options:

Option

Description

notify@teamdesk.net

The e-mail alert will be sent from the notify@teamdesk.net email address.

Database Owner

A database owner name and e-mail will be indicated in the From field of the e-mail alert.

Me

Your user name and e-mail will be indicated in the From field of the e-mail alert.

The User

You can specify a user whose e-mail and name will be indicated in the From field.

The address listed in the column

If there are columns of the E-mail type in a table, you can specify a column name. As a result, the column value will be displayed in the From field of the e-mail alert.

Specific e-mail address

You can type-in a specific e-mail address and this e-mail address will be displayed in the From field.

To/Cc/Bcc

Select options defining to whom an e-mail alert should be sent. You can specify one or many options described below.

Option

Description

All users with access

The e-mail alert will be sent to all users who have the access to a record.

Me

The e-mail alert will be sent to your user e-mail. You entered this e-mail, when registered as a database user.

The User

You can specify a user whom the e-mail alert will be sent.

All members of the role

You can choose a role and the e-mail alert will be sent to the users whom this role is assigned.

The address listed in the column

If there are columns of the E-mail type in a table, you can specify a column name. As a result the e-mail alert will be sent to the e-mail value displayed in this column.

Specific e-mail address

You can type-in a specific e-mail address and the e-mail alert will be sent to it.

If it is necessary, in the Cc and Bcc fields, you can define to whom a copy of the e-mail alert should be sent.

Do not notify modifier

Check the Do not notify modifier option, if you do not want to send the e-mail notification to a person who added, modified or deleted the record.


In the E-mail Contents section of the form enter the data concerning e-mail contents:

Subject

In the Subject field enter the subject of the alert.

Body

In the Body field enter the basic information of the e-mail alert. Note that the body of the e-mail notification may contain placeholders (for example, the name of the action: modifying/adding/deleting table records). To configure the body of the message, use the % sign to choose and insert the placeholders you need. Also you can click [ to list all columns of a table and insert column variables you need. Moreover, you can type first letters of the column name after the [ sign and the columns starting with these letters will be displayed in the dropdown.

You are able to select the following placeholders:

%AppName%

The name of this database

%AppOwner%

The owner of this database

%AppLink%

The link to the database

%RecData%

The copy of the record

If the column values are changed, the column names are highlighted in red.

%RecChanges%

The list of the record changes

When a record is modified the old and the new column values will be listed in the notification body.

%RecLink%

The link to the record

%RecId%

The record built in Id

%RecKey%

The record key column

%Action%

The record action

%Modifier%

The record modifier

%Recipient%

The notification recipient

When the [ symbol is entered, the columns comprised in the Table are listed in the dropdown.

If the current column value should be inserted into the notification body, just select the column name from the dropdown.

In case the column value has been changed and you want to display the previous/old column value in the email body, you can click on the <old value> option in the dropdown and select the column from the newly opened list.

Access rights for the placeholders/columns in the message body are determined by access rights of the user specified in the To field. In case of arbitrary e-mail columns or an arbitrary e-mail address, the access rights of the database owner will be used.

Recipients specified in the Cc and Bcc fields will receive a copy of the message sent to the recipient specified in the To field regardless of their access rights.

Format

In the Format subsection select a necessary format of a reminder: HTML or Plain Text.

Attach Document

In the Attach Document dropdown select a generated document that should be automatically sent by email.

Next: Image processing in documents