Send Email

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.

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

1. Drag and drop Send Email Utility into Actions / Other Actions.
   

2. 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:

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

   

   Figure: Send Email Configuration

   Field	Description
   Configure the properties of send email action here
   Include CC	Enable this to allow the consumer to include recipients in the CC list. Designer View 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. Consumer View
   Include BCC	Enable this to allow the consumer to include recipients in the BCC list. Designer View 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. Consumer View
   Configure the recipients' list
   Recipients	Define the types of recipients that consumers can select to receive emails, including: Recipients Selection List Examples Users These are specific users who are identified by their unique usernames or email addresses from the user master. For example, sending an email to John.Doe@zacme.com or user123@zacme.com. User Groups Send the email to predefined groups with fixed membership such as HR Group, Change Authorizers Group, etc. To learn more about static group, click here. By Roles These groups are based on the assigned roles. To learn more about Dot Walking, click here. Groups based on User Properties These groups are based on specific properties or attributes of users. For example, if an incident is logged by user from IT Department employees who work from USA then send email to "IT helpdesk". Dynamic Groups These groups are based on field values of the form. For example, if a P1 incident is logged for Server category then send email to "L3 Server support”. Approvers Approvers responsible for the request will get direct communication based on the Workflow. To configure Workflows, click here. These are individuals or groups responsible 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  Specific email addresses that are not associated with a users form the user master. For example, you might have an email address like "sales@example.com" that is used for inquiries related to sales. Upon configuring, the consumer will be able to view the list on the Send Email in Form Action. Consumer View of Send Email’s Recipients Selection
   Configure notification templates
   Allow user to select from notification template	This property enables the application designer to provide users of the email sending utility with the option to choose from a pre-existing set of notification templates when composing an email. By activating this feature, users gain access to a variety of predefined templates tailored for different purposes, such as announcements, reminders or newsletters etc. To learn more about how to create a notification template, click here. Note Only Active notification templates that are created for the respective module will be displayed. Enable this control for the Consumer to select the Template on Send Email in Form Action. Configure Notification Templates 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. Consumer View of Notification Template selection
   Allow attachments	Enable attachment functionality to empower users to include files with their emails when utilizing the 'Send Email' feature within Form Actions. Configuration and Consumer screen of attachment. Upon enabling, consumer can choose an Attachment and attach to Email, below is the view of Send Email.

2.  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:

1.  Click vertical ellipsis icon.

   

   Figure: Rename Send Email
   

2. Select Rename.
   

3. 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:

1.   Click vertical ellipsis and select Remove form action.

   

   Figure: Remove Send Email from Action
   

2. Click Save on the Actions configure properties window to apply the configuration changes, or click Cancel to discard any changes made.