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Workflow: Email

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How Emails Are Sent in Sintel Forms

Sintel Forms supports automatic email notifications as part of its workflow engine. Emails can be sent in the following scenarios:

  • When a form transitions from one status to another.

  • When an action is assigned to specific users or groups

Sender Addresses (From Address)

Depending on the recipient type, Sintel Forms uses different sender addresses:

  • Internal users receive emails from:
    Site Name: <no-reply@sharepointonline.com>

  • External users or Distribution Lists receive emails from: notifications@sintelforms.com

Changing Default Email Behavior

To send emails to Distribution Lists from

Site Name: <no-reply@sharepointonline.com>

  • Add the DL to a mail-enabled security group.

  • Configure the workflow to send emails to this security group, not directly to the DL.

To use a custom “From” email address

If you wish to change the emails that normally come from notifications@sintelforms.com to come from another email address of your choice, see Configurable from email address.

Supported Recipient Types

Sintel Forms supports sending emails to the following:

⚠️ Warning:
Sintel does not recommend using Distribution Lists directly.
Emails to DLs are treated as external and sent from notifications@sintelforms.com, which may confuse recipients used to internal addresses.
Instead, add DLs to a mail-enabled security group, which allows emails to be sent from no-reply@sharepointonline.com maintaining consistency with other internal communications.

If you must use distribution lists we recommend that you add them into a mail-enabled security group and then configure the workflow emails to send to that mail-enabled security group. In this way the emails that are received by the members of the DL will come from Site Name <no-reply@sharepointonline.com> just like all other emails sent to your other internal organizational email addresses.

1. Email Recipients Configuration

Use the familiar To, Cc, and Bcc fields to configure recipients:

  • To – Direct recipients of the message.

  • Cc – People to be informed (others will see their addresses).

  • Bcc – People to be informed privately (others will not see their addresses).

🧠 Smart Recipient Selection

  • Start typing to search for users or SharePoint groups.

  • Type a curly bracket { to choose from “Person or Group” or “Single line of text” fields in your form.

Tip:
To send emails to multiple people via a “Single line of text” field, separate addresses with a semicolon:joe.bloggs@company.com;mary.bloggs@company.com 

ℹ️ Important Note:
You cannot send emails using a Lookup field that references another list.
To work around this:

  • Create a “Single line of text” field.

  • Use logic to copy the value from the lookup field into this new field.

  • Use the new field in the To, Cc, or Bcc settings.

 

 

mailrecipients.gif

2. Email Content Configuration

Subject and Body Fields

You can embed dynamic form content using placeholders. Just type @ and choose from available form fields.

📝 Best Practice:
Include the app name in square brackets in the subject line for clarity.
Example: [Expenses App] Approval Request

 

 

Special Placeholders Available:

  • @now – Date and time the email is sent

  • @today– Date only

  • @displayUrl – Link to view the form

  • @pdfUrl– Link to generate a PDF of the form (&forcePdf=1 can be appended)

  • @editUrl – Link to edit the form

  • @formStatus – Current status of the form

  • @workflowHistory – Log of status/action changes with timestamps and users

  • @attachments – Links to any files attached to the form

ℹ️ Note:
@pdfUrlrequires that PDF export is enabled in Form Viewer settings.

Example

Configuration:

 

2019-03-25_1249.png

 

Output:

 

2019-03-25_1244.png

 

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