Email Alert tab

Use the Email Alert tab to customize the task notification email sent to the recipients. You can select between a default or customized email alert notification. When you customize the email alert notification, you can add recipients, change the subject and body of the message, and add attachments.

Example of a Customized Email Alert

  1. Select the Task step and click the Email Alert tab.
    2. The following table explains the available options:
    OptionExplanationHow to Use
    Task Notification

    Use this section to enable notifications. The email is sent to recipients. You can also customize the notification. The following options are available:

    • Send email task notification - Select this to send a notification to the recipients when a task is created. By default, the Send email task notification option is selected.
    • Custom Notification - Select this to customize the message sent to recipients.

    Check the Send email task notification check box to send an email notification. If this option is unchecked, no notification is.

    Check the Customize Notification check box to customize the notification. If this option is unchecked, a standard notification is used.

    Subject

    Use the subject field to specify a subject. Type values or create dynamic values by dragging Functions, Fields, SmartObjects and Workflow-related items from the Context Browser into the fields.

    Note: You must check the Customize Notification check box to edit the Subject, Body, and Attachment.

    To enable, check the Customize Notification.

    The following applies to the Subject field:

    • Drag and drop inline functions and field properties (from the Context Browser) into the field to create dynamic functions.

    • Manually enter a subject.
    Email Send Types drop down

    Use the drop down to include From, CC, and BCC recipients. You can select to add one or all email send types. You can add additional recipient to the BCC and CC send types.

    You can only specify one sender in the From email send type field.

    When you add the sender's email address in the From email send type field, make sure that this person has the correct sharing permissions to send an email on someone's behalf.Delegate Access is granted to individuals to allow them to manage certain aspects of Microsoft Outlook on behalf of another person. Example, Codi assigns Bob as a delegate on her Outlook which allows Bob to send emails on her behalf. If Bob does not have the correct sharing permissions in Outlook, the email fails with an error message. For more information on Delegate Access, see the Allow someone else to manage your mail and calendar article from the Microsoft Office support site.

    Click the drop down menu and check the relevant check box.

    To remove an email send type, uncheck the check box.

    Select a user or group from the drop down menu. Click the Edit button to type / construct your own user.

    Click the Add link to add additional recipients.

    The following applies to the added email send type fields:

    • Drag and drop inline functions and field properties (from the Context Browser) into the field to create dynamic functions
    • Manually type a descriptive subject
    Body

    Use this to customize the body of the notification. A standard email notification template is added by default, but you can create a custom message. Use the Text Editor to open the email notification for more customization. Inline functions, Fields, SmartObjects and Workflow related items from the Context Browser could be dragged into this field.

    Note: You must check the Customize Notification check box to edit the Subject, Body, and Attachment.

    The following applies to the Body field:

    • Drag and drop inline functions and field properties (from the Context Browser) into the field to create dynamic functions.

    • Manually type the email message.

    Click the Open Text Editor link to open the Text Editor panel to edit font type, size, and alignment. To close the panel click the I'm Done! link.

    Click the Clear link to clear everything from the body.

    Click the Insert Field link to expend the Context Browser. From here you can add fields by clicking on the Add Field link.

    Attachment

    Use this to add attachments to the notification. You can use a reference, a function, or a SmartObject that returns a file in the Attachment field.

    Note: You must check the Customize Notification check box to edit the Subject, Body, and Attachment.

    Click the Add button to add attachments fields.

    Drag and drop the reference, function, or SmartObject method to add the attachment to the notification.

  2. By default, the Send email task notification check box is checked. To enable customization, check Customize Notification.
  3. Click the Subject drop down menu. Use this to include From, Cc, and Bcc recipients to the email alert.
    4. A default value is set in the From address but can be changed. Configure the CC to send a carbon copy or the BCC to send a blind carbon copy.
    If you change the From address, SmartActions may not work as expected.

    Use any of these methods to search for a user, role and group:

    Search methodDescription
    Display name

    Use the display name or part thereof to search on.

    Example: Type par in the search area to return results.

    Group

    Use the display name or part thereof to search for a group of users.

    Example: Type Human in the search area to return Human Resources.

    Click the See Users link to view all members of the selected group.

    FQN

    Use the Fully Qualified Name (FQN) to search on.

    Example: Type denallix\bob in the search area to return Bob.

    When you type a user name into the field, make sure it is a valid user and you've not made any spelling mistakes as user names are not validated. Typing an invalid user may result in orphaned workflow instances. If you think you have orphaned workflow instances, go to K2 Management and redirect the tasks to a valid user.

    Email

    Use the Email address to search on.

    Example: Type bob@denallix.com in the search area to return Bob.

  4. Type a description in the subject field or use the Context Browser to drag fields and functions to create a dynamic subject.
  5. To clear the default template format from the body, click the Clear link.
  6. To make further customizations of the body you can use the expanded text editor panel by clicking Open Text Editor.
  7. When you do the panel displays on the right with a toolbar allowing you to set font properties for the notification body.
  8. Edit the body as necessary for the customized notification. You can use the text formatting tools such as Font, Font size, Bold, Italic, Underline and Align. You can use the Context Browser to drag fields and functions to define the email body. Add fields by clicking Insert Field to expand the context browser.
  9. Click the I'm Done link to collapse the panel when you're finished editing the body.
  10. To link attachments to the email alert, click Add Attachment.
  11. You can use a reference, a function, or a SmartObject method that returns a file in the Attachment field. Click the Add icon to add more attachments. To remove an attachment, select it and click the Trash bin. In this example, the original claim application document is attached to the email alert using a SharePoint library reference.
    12. The SmartForm Integration (Start step) only returns the document submitted. A Create Reference step is required to return a specific document. When using the Get File from Content inline function, remember to add the file type extension. When using a SmartObject you must use the Smartfield Composer to configure the ID of the document to retrieve the correct one.
  12. Click the Add button to add more attachments. To remove an attachment, select it and click the Trash bin.

  13. Your changes are automatically saved.