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Workflow: Email Template Editor

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

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. (It will drop exactly where the mouse arrow pointer is pointing when you let go of the mouse key.)
Email Subject (B) Type any subject text you would like, along with fields from the palette on the left. (We don’t recommend you include links, or more than two or three field values, in the email subject.)
Email Body (C) The body can also include text, along 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, tables to help create a neat layout, and images and custom URL 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 Start entering the desired user’s email address in the provided field, and then select their full email address from the list that appears. (You must select the email value from the list for it to be saved. Also, you can only email to users who are listed in the master list of GW Apps users using the ‘Users’ option. See the Platform Administration article User Management: Users, for details.)
Field Select the desired field from the provided list. Only User, Multiple Users and Email field types 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 User, Multiple Users or Email fields on the current form. Email type fields can contain any validly formatted email address, while User and Multiple Users fields can only contain users who are listed in the master list of GW Apps users.)

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

Email Template Properties – General

General Settings
Item Description
Email Template Name The name of this email template. (The template name does not show to email recipients, it is only seen by App Designers.)
Email Template Description [Optional] A longer description if the template name is not sufficient to fully identify the use of this template. (The template description does not show to email recipients, it is only seen by App Designers.)
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.

Email Template Properties – Sender

Sender Settings
Item Description
Sender Name [Optional] The name that will appear as the sender of the email. (Emails will appear to be sent by ‘GW Apps’ if no Sender Name is supplied.)
Reply To [Optional] The email address used if a recipient replies to the email they received. (If no Reply To email address is supplied, replies will be sent to ‘gwapps-noreply@gwapps.com’ which is a dead-end.)

Email Template Properties – Attachments

Sender Settings
Item Description
Select PDF Template Select the name of a PDF template. When an email is generated then a PDF will be created using that template and the current record and it will be attached to the email. (Only PDF  templates associated with the same form as the current email template will be shown in the list. If none exist as message saying such will be displayed.)

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 June 7, 2022

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