Step 4: Define Email Configuration

The Email Configuration page is used to create an email to be sent when an action is run.

1.  The Send Email option is disabled by default.  Enable it to send a message when the action is run.  Enabling this option will allow the other fields on the page to become available for editing.

2.     Much like the Column Selection page, the Model List or Library section allows for the selection of a list or library for the source of the columns.  By default, the fields in this section use the sites and lists/library as selected in to the Column Selection page.

3.  The Email To and Email CC sections allow for the choosing of email addresses .  The options are:

•      Email Selection/Entry – The first field allows for the manual entry of email addresses and/or the selection of users who are permitted within the current site.  To select a user, click on the field and choose their name from the list.  To manually enter an email address, type the address in the field and then click on the Add email option.  To remove a selected user or email address, click on the “x” next to their name.

•      Use person or email in column – Send the email to a recipient identified in one of the model list’s columns, chosen from a drop-down.

•      Enable selection of names when action runs – Select this checkbox to allow the end user to select the recipient name(s) when the action is run.

4.  The Subject and Body properties are used to define the contents of the email subject and body. Place a mark in the Allow user to edit email when action runs checkbox if the end user should be able to define or edit the contents of the email subject and body when the action is run.

5.  Type the text to use as the email subject in the Email subject entry area.

•      This property can be left blank if the end user is to populate it when the action is run.

•      You can also use a combination of text and/or column values. For example, the subject could state “This task has been assigned to you:” followed by the task title. To do this, place the cursor where you want to use a column value and select a column from the Insert Field drop-down menu.

•      Any number of columns can be added to the Email subject area.

6.  Type the text to use as the email body in the Email body entry area.

•      The same options available for the email subject are available here.

•      A common use of this area is to provide standard content that can be used each time the action is executed, but allow the user to modify it as necessary. When the action is executed and the action entry form is displayed, the content will be displayed in the email body area, but it can be edited.

7.  If the email should include a link to the item created by this action, place a mark in the Include Item Link checkbox.

8.  The Send links to multiple items in one email checkbox allows you to send links to all of the items created by this action in a single email, rather than one email for each item. This is used primarily when multiple items in a Grid Display or Calendar Display are selected when the Create List Item action is run.

9.  If this action emails a link to an item in a document library, you can enable the Links open documents directly option. When this option is selected, the link in the email will go directly to the specified document (or form), rather than the document item. When a user clicks on the link in the email, the document or form is opened, instead of the item.

10. You will also see a checkbox labeled “Include Link to page where Action is run.” When this is enabled, the email recipient will not just be alerted that something needs their attention, they will also get a link that brings them to the site or page where they can act on the data.

•      If this property is enabled on an action that is triggered by either a List Activation or a Timer Activation, the email will be sent as defined in the action. However, the email will not include a link to the page where the action was run because activations are not run from a page.

23.  To make additional changes to the action, click on the appropriate item in the navigation zone along the left side of the page.

24.  Once all necessary changes have been made, click on the Apply icon () to save the settings and to return to the Action Wizard’s home page.

25.  To return to the site, click on the Back to Site icon at the top of the page.  To return to the Site Settings page, click on the Back to Site Settings icon.