The Column Definition page is used to identify the recipient(s) and contents of the email created by this action.
1. The Email To properties provide several options to identify the recipient of the email created by the action. Any combination of these options can be selected:
•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.
•Enter email addresses - Use this entry area to enter the email addresses of each recipient to whom the email should be sent. If multiple addresses are identified here, separate each one with a semicolon.
•SharePoint People Picker – Use this entry area to select the email recipient(s) via the SharePoint People Picker. Type the name of the recipient(s) in the entry area and then click the icon with a checkmark to verify the entry is valid.
•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.
2. The Email CC properties allow you to identify one or more secondary recipients of the email created by the action. The same options described for Email To are provided here.
3. The Subject and Body properties are used to define the contents of the email subject and body. Place a mark in the Enable selection of names 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.
4. 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, select a column from the List columns area, and then select the Add column to subject button.
•Any number of columns can be added to the Email subject area.
5. 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.
6. If the email should include a link to the item from which this action was executed, place a mark in the Include Item Link checkbox.
7. The Send links to multiple items in one email checkbox allows you to send links to all of the items from which this action was executed 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 Email action is run.
8. 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.
9. 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.
10. Click the Next button to proceed to the Messages and Colors page.