Sending Documents by Email

A generated document can be automatically sent by email using the Email Alert workflow action. This action allows you to create an email message that will be sent to specified addresses when a certain event occurs within the workflow. The Email 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, first, you should create a new trigger or a new custom button or use an existing one.

After that, you can add the Email Alert action to this trigger or button:

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

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

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

  4. To add an Email Alert workflow action, edit the existing trigger or custom button.

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

  6. 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.

Attach Document

More details about the Email Alert settings are listed below.

General Properties

Email Alert General Properties

In the General section of the form, enter the following data for the email alert:

Name
Specify the name of the alert.
Description
Enter a short explanation what the alert is about.
From
Specify the sender of the email.
To/Cc/Bcc
Select options defining to whom an email alert should be sent. You can specify one or many options described below.
Do not notify modifier
Check this option if you do not want to send the email notification to a person who added, modified, or deleted the record.

Email Contents

Notification Body

In the Email Contents section of the form, enter the data concerning email contents:

Subject
Enter the subject of the alert. Furthermore, in this field, you can use any column placeholder. Just write a column name in square brackets [ ], for example [Column Name]. To simplify placeholder writing, you may type the first letters of the column name after the left square bracket sign [ in the notification body, and the columns starting with these letters will be displayed in the dropdown. Then you can cut/paste this placeholder from the Body into the Subject field.
Body
Enter the basic information of the email alert. Note that the body of the email 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. You can also click [ to list all columns of a table and insert column variables you need. Moreover, you can type the first letters of the column name after the [ sign, and the columns starting with these letters will be displayed in the dropdown.
Format
Select a necessary format for the reminder. The following options are available:
Attach Document
Select a generated document that should be automatically sent by email.