Who is this article for?

Administrators configuring Workflows.

Email Action Administration permissions are required.

Email actions allow you to create and modify notification emails that go out automatically when triggered by user actions, such as the creation of a new Document, and scheduled events, such as Document expiration.

A set of default email actions is included with your system install, but you may need to add your own. This article shows you how to do that.

1. Accessing email actions

To access email actions:

1. Open Administration from the Navigation Menu.
2. Select Email Actions.

You will be taken to the Email Actions list, where you can add, edit, and remove items.

2. Managing email actions

2.1. Creating actions

To create an action:

1. Click Add Email Action.
   
2. Set the Module to determine the type of action you're creating.
3. Determine the Action that triggers the notification.
4. Set the Time Delay.
   This is the number of days between when the trigger occurs and when the email is sent.
5. Tick Send on Last Only as necessary.
   This setting applies to Documents and Workflows only and sends the email only when the last person in the assigned list or group performs the action.

6. Enter a Subject.
7. Compose the Body of the email notification.
8. Specify which Users/Groups will receive the notification.
9. Click Save.

Dependency variables that begin with "##PARENT_" are not available in Email Actions or Reminders.

Each email action applies globally for all users.

To modify an action, click Edit to the right of its record row in the list.

2.2. Adding exceptions

These fields allow you to create routing exceptions based on custom field selections. So if a certain value is chosen, this email goes to different recipients as it's processed.

• Triggered by List field gives a list of custom fields associated with the object.
• Operator shows whether the value Equals or Does Not Equal what's selected in the List Value drop-down.
• List Value gives a list of possible values for the Triggered by List field.

If you use Exception fields here, you should create more than one Email Action for the other possible choices from the List Value field.