Configure E-mail

The E-mail property box configures an e-mail for the E-mail activity.

Note: You must have a connection profile specified for your workflow if you want to add an attachment to your e-mail. More information.

To configure the E-mail property box

1. Add the E-mail activity to your workflow definition by dragging it from the Toolbox Pane and dropping it in the Designer Pane.
2. Select the activity in the Designer Pane.
3. Under E-mail in the Properties Pane, you can define recipients, a subject, a message, and a priority level.

Note: If you type a trustee's name next to To, CC, or BCC, Workflow automatically searches your Trustee Directories for the trustee and the corresponding e-mail address. Your company may have two or more trustees (from different trustee directories) with the same name. For example, your company may have two John Smiths one in the Human Resources trustee directory and one in the Sales trustee directory. In this situation, when you type the trustee's name in the E-mail activity, the Multiple Results Found dialog box opens. In this dialog box, choose the trustee you want to send the e-mail to and click OK.



4. Optional: For additional e-mail options, click E-mail Editor to open the E-mail Configuration dialog box. Or, click Advanced Settings to open the Advanced E-mail Settings dialog box. 

Using the E-mail Configuration dialog box

• Specify the e-mail's recipients by manually entering e-mail addresses, by clicking the token button (right arrow) to use tokens, or by selecting To, CC, and/or BCC. Selecting any of these buttons opens the Find User dialog box which allows you to search for a user.

Note: The E-mail activity automatically finds users or groups that you have defined in the Trustee Directory Configuration dialog box. When you type the name of a configured user or group in the To, CC, or BCC fields and click OK, the name is replaced with the user or group's e-mail address.

• Click the high priority or low priority buttons to give your e-mail a priority level.
• Type your message in the main text box. You can use HTML code to create hyperlinks, change the font, etc.

Example: You can create a hyperlink that opens the Laserfiche website when the word "Laserfiche" is clicked. To create a hyperlink, use the following HTML code: <a href="http://www.laserfiche.com">Laserfiche</a>

Note: If you insert a token in an e-mail that you want to be interpreted as HTML, you must apply the HTML formatting tag in the token formatting section of the Token Dialog or Token Editor. If you do not apply the HTML tag, the token will be interpreted as plain text. What if I use a token inside my HTML formatted token?

If the token you want to be interpreted as HTML includes other tokens that have HTML code (<, >, &, etc.) that you do not want interpreted as HTML, you will need to escape the HTML code in those tokens by applying the HTML formatting tag. For example, you have a token, %(CompanyWebsite#"HTML"#), whose value is <a href="http://www.laserfiche.com">%(Name)</a>. The Name token may be replaced by text containing HTML characters (e.g., <Laserfiche>), and because the HTML formatting tag is applied to the root token %(CompanyWebsite#"HTML"'#"), those HTML characters would be interpreted as HTML in the e-mail. Because you do not want the Name token interpreted as HTML, apply the HTML formatting tag to the %(Name) token to toggle off HTML formatting and have the %(CompanyWebsite#"HTML"'#) token be replaced by the exact content of the Name token which is then hyper linked in the e-mail (e.g., <Laserfiche>).

Note: Some e-mail clients do not support displaying HTML, and some e-mail clients may have the HTML option disabled for security reasons.

• Click Tokens to open the Tokens dialog box. In the Tokens dialog box, select and/or configure tokens to be added to the body of the e-mail. Click OK.
Tip: Start typing a token with the %(TokenName) format in the body of an e-mail, and a list of tokens appears as you type. Show me what this looks like.



• Click Add Attachment to select an attachment with the New Attachment dialog box.
• Click Advanced to open and configure the Advanced E-mail Settings.