Workflow: Email

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:

• Microsoft 365 users (single or multiple)

• SharePoint groups (if group membership is visible)

• Mail-enabled security groups (with external senders enabled)

• Enabled shared mailboxes (best used by adding to a SharePoint group)

• “Person or Group” fields from the form

• “Single line of text” fields from the form (multiple emails separated by a semicolon 😉

• External users assigned to the form

• Any valid email address (internal or external)

• Distribution lists (with external senders enabled)

⚠️ 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.

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:

 

 

Output: