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.
   The list of content is specific to your environment, and the settings presented for each will vary.
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 and sends the email only when the last person in the assigned list or group performs the action.

6. Specify which Users/Groups will receive the notification.
7. Enter a Subject.
8. Compose the Body of the email notification.
   This is the recommended place to insert environment variables. These are dynamic fields that update with database-specific information. These fields appear surrounded by "##" symbols, which should not be removed.

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

9. Click Save.

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.

3. Types of email actions

3.1. Data retention

Data retention email actions are used to notify administrators or document control specialists that records in the system have been deleted.

3.2. Document control

Document control email actions are used to notify users about various events relating to document records.

3.3. Workflow

Workflow email actions must be created separately for each workflow. All workflows, even those not currently online, are listed by definition title. When you select a workflow, the Action drop-down updates to include all routes in the chosen workflow.

Add hyperlinks to the workflow instance by using the following format: ##SERVER##/workflow/instance.aspx?id=##ID##.

3.4. User

User email actions are triggered by events related to user accounts.

3.5. Test

Test email actions notify users when a test is assigned, and inform managers and administrators of test results.

Add hyperlinks to the test instance by using the following format: ##SERVER##/testing/instance.aspx?id=##INSTANCE_ID##.

3.6. Training

Training email actions notify trainees and managers of various tasks and actions performed around the training process.

Add hyperlinks to the test instance by using the following format: ##SERVER##/testing/instance.aspx?id=##INSTANCE_ID##.

3.7. Scheduled Task

Scheduled Task email actions are typically used to notify administrators that automated, scheduled events occurred successfully.