The Email page is only displayed when a Publisher action is configured to send an email when a new item is created. Otherwise, the Messages and Colors page is displayed.
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 you leave the Hyperlink Text entry area blank, the email will include the URL of the item that is created by the action.
•If you prefer to show linked text rather than the URL, type the text you want to use in the Hyperlink Text entry area. This can be any combination of text and/or the value of a column selected from the List columns area.
7. If the email should include a link to the published 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 Publisher 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. Click the Next button to proceed to the Messages and Colors page.