Workflow: Email

Within Sintel Forms emails can be sent in 2 ways:

1. When a form changes from one status to another
2. When an action is assigned (actions can be assigned to specific people/groups)

When sending emails we support the following recipients:

1. A Microsoft 365 user (one or more people)
2. SharePoint groups (once group membership is visible)
3. Any email address (internal & external)
4. Distribution lists (once outside senders is enabled)
5. Mail-enabled security groups (once outside senders is enabled)
6. Shared mailboxes (we recommend adding to a SharePoint group and emailing the group)
7. A “Person or Group” field from within the form
8. A “Single line of text” field from within the form
9. An external user assigned to the form

1. Recipients

You can configure to whom you wish to send emails by filling in the appropriate fields just like any other email program:

1. To – is for people that the message directly affects.
2. Cc – is for people you want to know about the message. The other recipients see those addresses.
3. Bcc – is for people you want to know about the message, however, other people don’t see their addresses.

For each of these fields, you can simply start typing and people or SharePoint groups that match what you have typed in will be suggested to you. As we mentioned it’s also possible to use “Person or Group” columns or a “Single line of text” columns from within the form by typing “{” and when you do this any of these types of columns from within the form will be displayed to you. It’s worth noting that if you attempt to use “Single line of text” columns to send email to multiple users you need to ensure the email addresses stored in the column are separated by “;” i.e. joe.bloggs@company.com;mary.bloggs@company.com

2. Content

The Subject and Body fields also provide cool functionality allowing you to embed any of the data within the form by simply typing “@” and selecting the fields you wish to embed. The selected placeholders will be replaced with the actual values when the emails is sent.

In addition to the form fields, we have provided some additional placeholders that can be added to the subject/body:

• now – date and hour of the email sent;
• today – date of the email sent;
• displayUrl – link to the form which displays the form in view mode;
• pdfUrl – a link that opens the form and automatically generates PDF
• editUrl – link to the form which displays the form in edit mode;
• formStatus – the status of the form at the moment when mail was sent;
• workflowHistory – workflow history contains statuses, actions, dates and time of changed and persons who made the change;
• attachments – list of links to the attachments (if any) that were added to the form.

Example

Configuration:

 

 

Output: