E-mail Alert

E-mail Alert allows you to create an email message that will be sent to specified addresses when a certain event occurs within the workflow. To create this type of action:

Select the New Email Alert option in the action type list and fill out the alert form as described below.

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

Name

Enter a name for the alert.

Description

Enter an email alert description if needed.

From

Specify from whom the email should be sent. You can use the following options:

• notify@teamdesk.net: The email alert will be sent from the notify@teamdesk.net email address.
• Database Owner: A database owner’s name and email will be indicated in the From field of the email alert.
• Me: Your user name and email will be indicated in the From field of the email alert. For example, if the user John Doe selected the "Me" option in the email alert settings and another user reviews the settings of the email alert, this other user can see John Doe’s user name, but not the "Me" option. Moreover, it means that the email of the registered user John Doe is used in the email alert.
• The User: You can specify a user whose email and name will be indicated in the From field. Furthermore, if there are more than 50 users in the database user list, you should enter some letters or words to find a user you need. By default, the first 50 names of users are listed in the dropdown.
• 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 email alert.
• Specific email address: You can type in a specific email address, and this email address will be displayed in the From field.

To/Cc/Bcc

Select options defining to whom an email alert should be sent. You can specify one or many options described below:

• All users with access: The email alert will be sent to all users who have access to a record.
• Me: The email alert will be sent to your user email. You entered this email when registered as a database user. For example, if the user John Doe selected the "Me" option in the email alert settings and another user reviews the settings of the email alert, this other user can see John Doe’s user name, but not the "Me" option. Moreover, it means that the email of the registered user John Doe is used in the email alert.
• The User: You can specify a user to whom the email alert will be sent. Furthermore, if there are more than 50 users in the database user list, you should enter some letters or words to find a user you need. By default, the first 50 names of users are listed in the dropdown.
• All members of the role: You can choose a role, and the email alert will be sent to the users to 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 email alert will be sent to the email value displayed in this column.
• Specific email address: You can type in a specific email address, and the email alert will be sent to it.

Recipients specified in the Cc and Bcc fields will receive copies of the messages sent to every recipient specified in the To field regardless of their access rights.

Do not notify modifier

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

E-mail Contents

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

Subject

In the Subject field, 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 the 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

In the Body field, enter the basic information of the email alert. The data is entered as plain text with support for markdown formatting.

If you need to include HTML content in your email body, wrap it with <div markup="off">...</div> tags.

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. Also, you can 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.

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 a record form with data.
  If column values are changed, column names are highlighted in red.
  Moreover, the %RecData% placeholder comprises only accessible columns (fields), which are displayed on a View Record Form.

  If a notification is sent to a database user, only columns (fields) accessible and visible on the form to this user will be displayed in the %RecData% placeholder of a notification sent to this user.

  In case a notification is sent to a person who is not a database user, columns (fields) accessible and visible on the form to a database owner will be listed in the %RecData% placeholder.

• %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%: If a user (or a list of users) is chosen in the To field, a corresponding user name will be displayed in this placeholder. In case a specific email or a column of an E-mail Address type is chosen in the To field, the name of the database owner will be shown in this placeholder.

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 email columns or an arbitrary email address, the access rights of the database owner will be used.

Recipients specified in the Cc and Bcc fields will receive copies of the email notifications sent to every recipient specified in the To field regardless of their access rights.

Format

Select the desired output format for the email notification:

• HTML - The system will convert the body markup into HTML and send the message as HTML.
• Plain Text - The system will convert the body markup into plain text and send the message as Plain Text.

Attach Document

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

Attach File

In the Attach File dropdown, you can select a File Attachment column name. As a result, the file kept in this column will be attached to the email notification.

E-mail Alert Log

When the Email Alert action is created, below the action form, you can find the Log keeping detailed information regarding the last 100 calls of the action.

It helps to check the work of the action. If you click on the Details button, you can see when the email was processed and delivered or the reasons explaining why the email was not delivered.

Please notice that the non-delivered emails log is available only for databases kept on EU-based data servers.

Moreover, you can see undelivered email alerts on the E-mail Non-Delivery Report page.