Triggering Email Templates from Org fields

System administrators can trigger an Email Template from fields on the Org record. Organization is available for triggering as:

• Triggering Form: Can select Organization as the Triggering Form.

• Field replacement: Contains Organization field level information (with proper field configuration)

• Fields as Primary Trigger Condition

• Fields as additional Conditions

Note:  Before configuring an email template from the Organization, please log an Extranet case to ensure proper table setup is in place.

When you set Triggering Form to Organization:

• Associated fields are available for field replacement in Step 2 Content.

• Associated fields are available for recipient assignment on Step 3 Addresses.

• Associated fields are available for Field in Step 4 Conditions for use s Primary triggers (field has changed) or as additional triggering conditions and support complex Condition expressions (with proper field configuration).

Step 1 Initial

In Step 1, you provide detail information for your email template.

To trigger an email from Organization fields:

1.

Complete the form fields:

Type	For Email notifications: Select Email. Default value.
Triggering Form	Select Organization. Your selection in the Triggering Form field is the dataform or table where the trigger resides (a field change, a value change). The change to the dataform or table is what triggers the email. Triggering Form is used synonymously with a database table or a dataform Dataforms dynamically create and manage configurable data collection points. When you add a dataform, a new table is added to the database. Dataforms enable workflow systemization..
Template Code	Must be unique and should be related to the purpose of the email template.
Template Name	Provide a short, descriptive name for your template. Displays in the email template list.
Description	Provide a useful description of the email template.
Execute On	Will this email be sent the first time the form is saved (Insert), only when the form is changed (Update), or every time (Insert or Update)? When there are changes to the dataform that you selected in Triggering Form, the Execute On value controls triggering for Insert, Update, or both Insert and Update.
Merge Procedure	Select an optional Merge Procedure here to provide additional system information for field replacement. The procedure can be selected from any stored procedure in the system with a name containing emailtemplate_merge_proc. Merge Procedure A Merge Procedure is a piece of prepared SQL code that can be reused over and over again. also determines the fields that are available to use in field replacement.
Execution Pipeline	Email templates can support multiple pipelines A pipleline determines which rules are applied when the data is saved. using a multi-select. This allows you to create a single email template that can apply to multiple execution pipelines. Select the pipelines on which the email triggering is to occur. Note: If you are using the Pipeline Linking table to manage Pipeline Behaviors and you are configuring a new email template, pipelines assigned a behavior of Default will auto-fill the Execution Pipeline field. If you are editing an existing email template, Execution Pipeline entries remain intact until edited. Changed entries are validated against the Pipeline Linking table. For instance, if a pipeline has been assigned a behavior of Allow or Default and you remove it, you will still be able to select it from the Execution Pipeline list. If the same pipeline is assigned a behavior of Disallow, you will not be able to add it again. See Configuring Pipeline Linking.
Workspace Templates	Select the Workspace Templates Workspace Templates are special workspaces used for cloning during the Workspace creation process. In this way, ClientSpace allows you to set up multiple workspace configurations (such as an industry-specific Workspaces with a specific, limited list of TOC items) then choose how you want the workspace to look and feel by selecting the appropriate template during workspace creation. to receive this email.
Include as Activity	Select this option to attach the email as an Activity. When the email is triggered, the email message attaches to the triggering record. This action preserves the communication of the sent email. By default, the option is cleared, meaning do not include the email as an activity. If you select this option and the email template includes an attachment, the system uploads any attachments to the activity when it is created..

2.

Click Next to proceed to Step 2 Content.

Step 2 Content

In this step, you provide the content of the email template. To include contextual field information from an Organization, (your Triggering Form in Step 1), you can use replacement fields.

To configure the content of the email:

1.

Provide a Subject line of the email to be generated.

2.

Provide the email message in the Body.

This field uses a rich text editor and supports functions, such as font styling, embedded images, and hyperlinks.

3.

Click See Replace Fields to select items to copy to the clipboard.

You can paste items in Subject and Body as applicable. Field replacement includes the active fields from the related Organization and Org Other Info. See Replacement Fields.

4.

Click Next to proceed to Step 3 Addresses.

Step 3 Addresses

In this step, you define who the email is from, who it will be sent to, and any CC recipients. The Triggering Form controls the available options on this step. When the Triggering Form is Organization (Step 1 Initial), then Source options are Adhoc Email Address and Organization.

To configure Addresses:

1.

Complete the form fields:

Field	Description
From Address	This field is set to Current User.

2.

To add Addresses, click Add.

A row opens to add recipients to the notification.

Source	The Source list includes: • Adhoc Email Address: When you select this option, type an email address in the Address column. Note: If you select the AdHoc email address option and enter a ClientSpace user's email address as a recipient, if the Enable Email for this account field on their user profile is unchecked, they cannot receive emails from ClientSpace and will therefore not receive the email generated from this template. Note that only a Global Administrator can change this setting. Also see Personalizing Your User Profile. • Organization: When you select Organization, user fields become available in the Address column.
Type	What kind of email recipient type are you setting? Options are To or CC.
Address	• When Source is Adhoc Email Address, use this field to type an email address to use every time. • When Source is Organization, select a user field.

3.

Click Next to proceed to Step 4 Conditions.

Step 4 Conditions

In this step, you can specify Organization fields as the trigger fields. When Organization is the Triggering Form (from Step 1 Initial), Source is set to Organization. Available options for Field are any of the Organization fields.

To add conditions:

1.

Complete the form fields:

No Primary Trigger	When selected, no single condition must be met to trigger the email template. If this field is selected, the Primary Trigger Field is disabled.
Primary Trigger Field	Optional field (from the Triggering Form selected in Step 1), which, when changed, triggers the event. The following statements refer to the condition entries in the Add area. Condition entries are identified with a Label (the last column). • If a Primary Trigger Field is selected, that field MUST change values to trigger this template and evaluate the conditions. • If a Primary Trigger Field is not selected, only the conditions are evaluated. • If a Primary Trigger Field is selected, the conditions are combined with the Primary Trigger Field using an implied AND. • If no Condition Expression is used, the additional conditions are treated as OR conditions.
Condition Expression	Condition Expressions use Labels from the display conditions along with AND, OR, and NOT operators to control precedence and sequence. The Add section is where you can add more granular triggering conditions. Entries in this section are called display conditions. If the Condition Expression field is empty, then the entries under Add are treated as OR conditions.  Allows for AND, OR, and NOT conditions using the display conditions (Label) from the Add section. Using the Label field that corresponds to the entries in the Add section, you can combine the conditions into more complex expressions. The Condition Expression field could state, for example (Condition1 AND Condition2) OR (Condition3 AND Condition4) OR Condition5. Condition Expressions adhere to AND/OR/NOT across tabbed dataform conditions. For a detailed explanation about conditions, see Condition expressions.
Source	When you select Organization as the Triggering Form in Step 1 Initial, Source is set to Organization.
Field	When you select Organization as the Triggering Form in Step 1 Initial, the options for Field include all Organization fields.
Operator	Choose the type of comparison. Each value from a multi-lookup Field can be added as a separate "=" condition. This supports complex AND, OR, and NOT conditions as well.
Value	The criteria against which the trigger field is compared. The Value corresponds to the Field. For example, if you select OrganizationOwnerName in Field, then enter a name in Value.
Label	Make this label short and representative of the Field. Labels are used in the Condition Expression field for triggering.

2.

Click Next to proceed to the next step.

Step 5 Attachments

You can add attachments at this step to be included with each copy of the email sent. Static attachments can be included through the Attachments panel. Recipients receive any attachments added from the Attachment panel when the template is triggered.

To complete the Attachments step:

1.

Click Add to begin adding the attachments.

2.

Select the Dataform from which the attachment will be copied.

3.

Select the Field from the dataform selected previously that holds the dataform to be copied.

A panel displays on the right for adding attachments.

4.

To add static attachments, click Attachments and (Upload File).

The Upload File dialog box opens.

5.

Click Choose File to locate the file.

6.

Click Save.

7.

Click Finish to complete your email template configuration.