Step 3: Addresses

This step defines who the email is from, who will receive it, and any CC recipients. You can use a custom stored procedure to include email addresses from system objects other than the triggering form. By default, the system excludes the current user who triggers the email. In Source, you can select Current User to ensure that user receives an email.

To configure recipients:

1. Complete the form fields.
Address Source Procedure Select a stored procedure (optional) that generates data to provide additional recipient email addresses. Select from any stored procedure in the system with a name containing emailtemplate_recipient_proc. The recipient proc list only displays valid options based on the Triggering Form in Step 1.

Include Dataform Subscribers as CC Recipients

Adds anyone who has subscribed to the dataform as CC recipients when this notification is sent in addition to any other recipients you configure here. When enabled (selected), this option presents a list to notify internal, external, or both recipient types:

• Internal: When the email template triggers, only internal dataform subscribers are notified.
• External: When the email template triggers, only external dataform subscribers are notified.
• Both: If you select Both or leave the field blank, all dataform subscribers are notified.

Note:  If you select this option, use the {RecipientsCC} replacement field in the Body of the message on Step 2: Content when you want to include the email address of the CC recipient(s) in the email message. See Step 2: Content.

From Address

Select the From Address for the email. You can set this field to the email of the default admin user, a specific user, or from a field on a form.

 

This field defaults to Admin Email Address, which is the application administrator's email address. This is the default admin email set in System Admin > Advanced > App Settings. Only User Developers can change this email address.

 

To select from a distinct set of options:

  1. Click the link Admin Email Address.
    The From Address Options dialog box opens.


  1. Select one of the following options:
    • Admin Email: Uses the default admin email set in System Admin > Advanced > App Settings. Only User Developers can change this email address. For assistance with App Setting, please log an Extranet case.
    • Current User: Uses the address of the user who is triggering the notification.
    • AdHoc: Allows you to manually add to the From list by simply typing the email address. Additionally, you can specify a friendly name to accompany the email address. For more details about using AdHoc, see Specifying a friendly name as From Address.
    • User: Select a specific user of the system.
    • Procedure: Select an address stored procedure and pick the From address.
    • Field on a Form: Select a dataform from a list of forms in the system that have relevant email fields. You can set user fields to values that exist on dataforms across a tabbed set. If the selected user fields are empty, the default value is the system admin. For more details, review the following section From a Field on a Form.
  2. When done, click Ok.
2. To add a new recipient record to this notification, click Add.

A new row opens for Source, Type, and Address. Each recipient's source, type, and address must be unique.

3. Complete the fields:

Source

Source is where you select the source of your recipient email addresses or user contacts. When you select a source from the list, then any available email addresses or user contacts are available in the Address column. Recipient Source options are:
 
  • The triggering dataform selected in Step 1 Initial. In the example, the Triggering Form is Employee.
  • Single dataforms that exist in workspaces with either email fields or user fields.
  • Tabbed dataforms that are children of the triggering dataform. The tabbed dataforms (child forms) appear immediately after the triggering form in the Source list and are preceded by a dash (–). The Source list includes all tabbed dataforms included in the tabbed set.
  • Adhoc Email Address: When you select as Source, type the email address in the Address field.
  • Employee: When you select Employee, you can specify Employee Work or Personal Email address in Address. See Specifying Employee Work and Personal Email.
  • Address Source Procedure: An email address selected from the Address Source Procedure. The email addresses appear in Address if a proc with email fields has been selected in the Address Source Procedure field.
  • Current User: Includes the logged in user who triggers an email template. By default, the system excludes the current user who triggers an email template.
Type

What kind of email recipient type are you setting? Options are To or CC.

Note:  Use the {RecipientsTO} and {RecipientsCC} replacement fields in the Body of the message on Step 2: Content when you want to include the email addresses of the TO and CC recipients in the email message. See Step 2: Content.

Address
• For a dataform source, select the user or contact type field on the form from which you would like to extract the email address.
• When Source is Address Source Procedure, select a recipient type such as AdminEmail, CaseSubscribers, CaseTypeRoleUsers, ImmediateSupervisor, EmployeePersonalEmail, EmployeeWorkEmail, ReportedByEEPersonalEmail, or ReportedByEEWorkEmail.

Note: Recipient type options may vary depending on the selected Address Source Procedure.

• When Source is Adhoc Email Address, use this field to type an email address to use every time manually.
4. Click Next to proceed to Step 4: Conditions.

From a Field on a Form

From the From Address Options dialog box, when you select From a Field on a Form, you can set user fields to values that exist on dataforms across a tabbed set. You can choose from which Dataform and then when you select a dataform, choose the Field. The Dataform drives the items in the Field list that you choose. The user fields include any child forms in a tabbed relationship. The child form has an asterisk in the name, as in *Form One -- F1 User(F1User).