Send Email

31 Dec 2024
4 Minutes to read

Send Email

Updated on 31 Dec 2024
4 Minutes to read

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The Send email utility in Form Designer offers a streamlined approach to email communication directly from within the form interface. This functionality enhances efficiency by enabling users to quickly send emails without the need to switch to external email clients or applications. Integrated seamlessly with form data, the utility allows for dynamic population of email content and recipients, ensuring that messages are relevant and personalized.

Sending an email to the end user to request more information about the logged-in request, or an approver seeking action on a specific request pending their approval, are common scenarios where the Send Email utility in Form Designer proves invaluable.

Let's explore the following use-case.

Use Case

User Persona: Application Designer

Solution

At ZACME, In a customer support department, agents often encounter complex issues that require input or assistance from other team members or departments. However, Agents waste time in the process of switching between the main application and external email clients like Outlook or Gmail. This manually process include drafting emails, searching for the appropriate recipients, and ensuring all necessary information is included.

To overcome this Sam, the App designer has Integrated Send Email utility within the main incident form that allows the agent to select predefined escalation templates or compose a custom email directly within the form interface. The agent can select appropriate recipients either individual users, or groups or even send email to custom email address.

The Send Email utility also automatically populates the email with relevant details from the form submission, such as the customer's name, account information, and a summary of the issue. This reduces the chance of errors and ensures all necessary information is included.

To configure Send Email in Form Action, perform the following steps:

Drag and drop Send Email Utility into Actions / Other Actions.
Hover onto the added Send Email utility chip and click on vertical ellipsis.
Following menu items are displayed.
- Configuration
- Rename
- Remove from action
  Figure: Actions

Configuration

To Configure a Send Email utility as Form Action, select Configuration on the Actions / Other Actions and perform the following steps:

Send Email configuration screen is displayed, select appropriate information in the required fields.

Figure: Send Email Configuration

Configure the properties of send email action here

This section enables the App Designer to configure the properties of CC and BCC in Send Email Form Action.

Include CC
Enable this to allow the consumer to include recipients in the CC list.
Figure: Include CC

Once enabled the consumer will be able to add the users in the CC field within the Recipients Selection while sending email in the Form Action.
Figure: Consumer View of CC
Include BCC
Enable this to allow the consumer to include recipients in the BCC list.
Figure: Include BCC

Once enabled the consumer will be able to add the users in the BCC field within the Recipients Selection while sending email in the Form Action.
Figure: Consumer View of BCC

Configure the recipients' list

Select the type of recipients to use on Send Email form.

Figure: Recipients

Users

These are specific users who are identified by their unique usernames or email addresses from the user master table.

For example, sending an email to John.Doe@zacme.com or user123@zacme.com.

User Groups

Select User Groups to send mail to the predefined groups such as HR Group, Change Authorizers Group, etc.

For more information, refer static group.

By Roles

Select By Roles to send mail based on the assigned roles.

For more information, refer Dot Walking.

Groups based on User Properties

Select Groups based on User Properties to send email to users based on specific properties or attributes of users.

Dynamic Groups

Select Dynamic Groups to send email based on the dynamic field values. These groups are based on field values of the form.

Approvers

Select Approvers to send email based on the Approvers. These approvers will get direct communication based on the Workflow. To configure, refer Workflows. These are individuals or groups for approving requests.

For example, with Work Order requests there could be various stages of approval like,

Manager Approval
Department Approval
Stakeholder Approval and so on

The Send Email utility facilitates direct communication with these approvers by enabling users to send emails directly to them through Workflows.

Custom Email Ids

Select Custom Email Ids that are not listed in the user master table.

Example: Add an email address such as "sales@acme.com" that is used to send email to sales team.

Send Email Form Action on a Request:

Configure notification templates

Allow user to select from notification templates

Enables App Designer to activate Allow user to select from notification templates option. Upon enabling user will be having an option to choose from a pre-existing set of notification templates when composing an email.

For more information, refer Notification Designer.

Note
Only Active notification templates that are created for the respective module is displayed.
Enable this control for the Consumer to select the Template on Send Email in Form Action.

Upon enabling, consumer can select the template on Send Email in Form Action. All the Notification Templates on the list are based on Module and Medium level.

Allow Attachments

Enable attachment functionality to empower users to include files with their emails when utilizing the 'Send Email' feature within Form Actions.

Figure: Allow Attachments

Upon enabling, consumer can choose an Attachment and attach to Email, below is the view of Send Email.

Click Submit to successfully save the configuration and return to the Action configure property window.
Once the configuration is successful, configured actions is represented with green check icon.

Figure: Send Email Form Action

Rename

Avoid opening the configuration properties to rename the utility. Instead, use the readily available Rename Action displayed by clicking the vertical ellipsis icon.

To Rename Send Email form action, perform the following steps:

Click vertical ellipsis icon.
Figure: Rename Send Email
Select Rename.
Enter a new Name and click outside window to apply the name effect.
Figure: Renamed Send Email Form Action

Remove from action

A Send Email action can be removed from the action bucket (quick or other) by clicking on the vertical ellipsis icon and selecting Remove from action.

To remove the Send Email, perform the following steps:

Click vertical ellipsis and select Remove form action.
Figure: Remove Send Email from Action
Click Save on the Actions configure properties window to apply the configuration changes, or click Cancel to discard any changes made.

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Table of contents

Configuration
Rename
Remove from action