The Email action allows you to send an email to the named recipients along with any attachments you require.
1. Add the Email action to your trigger, as described in adding actions. The E-mail tab will automatically appear when you add the action.
2. Use the To: option to enter the name of the recipients. Click on the Add button to open the New e-mail destination dialog.
Note:
You can send e-mail to more than one recipient, for each new recipient simply click the Add button again. Each new e-mail address is entered on a new line of the To: field.
The Send Type field in the dialog can be set to, TO:CC: (carbon copy) and BCC: (blind carbon copy). The Address field is used to enter the full e-mail address of the recipient e.g. support@digitalworkshop.com.
If you enter an e-mail name incorrectly, highlight the name in the To: field and click the Remove button.
You can type a variable into the To: box – it must contain a valid e-mail address and be surrounded by chevrons. For example, if a variable named User_Email was added to the To: box, it would have to be typed in as <User_Email>.
3. Use the Subject option to enter the heading description for the e-mail.
Note:
You can type a variable into the Subject box. The variable can contain any alphanumeric characters and spaces. To enter a variable, simply surround the variable name with chevrons, for example a variable named Subject must be typed in as <Subject>
4. Use the Message option to enter the full message.
Note:
This field will automatically scroll to a new line when you reach the end of the line or the bottom of the box. You can only type text into this field and it cannot be formatted.
You can type a variable into the Message box. The variable can contain any alphanumeric characters and spaces. To enter a variable, simply surround the variable name with chevrons, for example a variable named Message must be typed in as <Message>
5. Use the Attachments option to send a document with the e-mail. Click on the Add button to open the New e-mail attachment dialog.
Note:
In the New e-mail attachment dialog click on the Browse button to open the Windows Open File dialog box that allows you to browse through the directories on your system to locate the required documents.
You can send more than one attachment with each e-mail. Click the Add button every time you want to add another attachment. Each new attachment will appear on a separate line of the Attachments option.
You can type a variable into the Attachment box – it must contain a valid pathname and be surrounded by chevrons. For example, if a variable named User_Attachment was added to the Attachment box, it would have to be typed in as <User_Attachment>.
6. Tick the Show mail dialog option if you want the e-mail to appear in your e-mail system on screen when the Email action is triggered, you can then change the e-mail prior to sending it. By default, this option is ticked.
Note:
If this option is not ticked, the e-mail is automatically sent when the Email action is triggered. The e-mail will not appear on the screen before it is sent.
7. Tick the Prompt MAPI log on option if the user is required to log on to their e-mail system prior to sending this email.
Note:
If this option is not ticked, the e-mail will automatically be sent when the Email action is triggered.
8. Click on the Apply button to save your changes.
Note:
Your e-mail system (or your recipients system) may limit the type of documents you can send (e.g. you may not be able to send .exe files) or it may limit the file size it will send or receive. You should check with your System Administrator what file types and sizes you are allowed to send via email.