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.

Email Alert General Properties

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

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

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. 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:

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

Columns 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 a necessary format for the reminder:
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.

Action Log

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.