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Workflow: Email Templates – Editor

The Email Template Editor allows you to create the Subject and Body text for your email, and specify all the recipients.

Email Template Editor
Email Template Editor
Editor Area Description
Available Fields Palette
A list of the available form fields and links that can become part of the email message. To add a field or link to the email, drag-and-drop it from the left into either the Subject or Body editing sections.
Email Subject (B) Type any subject text you would like, along with fields and links from the palette on the left.
Email Body (C) The body can also include text, long with fields and links from the palette on the left. Unlike the Subject, the Body can also include formatting such as bullet-point lists, font effects like bold, italic and colors, and the inclusion of images and links.
Email Template Properties (D) Define the recipients of the email, along with some general settings. (See more details in the next section.)

Managing Email Template Recipients

Managing Recipients
Email Template Recipients

You select recipients for To, CC and BCC in the exact same way, as outlined below.

Icon Description
Remove Icon Click to remove the associated recipient.
Add Recipient Click to add another recipient.

Recipients can be defined in three different ways:

Recipient Type Description
Role Select the desired role from the provided list.
User Entered the desired user’s email address in the provided field.
Field Select the desired field from the provided list. Only Directory Lookup fields from the current form will be listed. (If you do not see any options in the drop-down list, it is because you do not have any Directory Lookup fields on the current form.)

These can be used in any combination, e.g. To could include two roles, three users and a field.

General Email Template Settings

General Settings
Email Template Properties
Item Description
Email Template Name The name of this email template.
Email Template Description [Optional] A longer description if the template name is not sufficient to fully identify the use of this template.
Form [Read Only] Displays the name of the form associated with this email template. The Go To Form link will open the form in the Form Editor.

Next Steps

Below are links to articles that cover the other main areas of creating a workflow:
Workflow Stages
Workflow Action Buttons
Workflow Security
Below are the links to the episodes of Building an Expense Reports App tutorial series that include descriptions of setting up a workflow:
Part 5 – Expense Reports App – Workflow
Part 6 – Expense Reports App – Security
Updated on May 12, 2021

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