An email notification can be created in Quick Workflow (QWF) to be sent to a number of recipients. To create an email alert in the Quick Workflow, select the Email tab on the Quick Workflow Details screen.
You can create email notification via:
Adding traditional QWF Email: This utilize the existing QWF email format. To configure via this method, skip the email template field and populate these fields.
Using Advanced Email Template: This utilize the Advance Email Template format. To use this, you can either:
Select an existing advance email template under the Email Template. This will return email templates that are available in the Quick Workflow Screen, or
Click
to convert the existing QWF email to utilize an advanced email template
Populate the following fields:
From Type. This will be the email used for the delivered email. The options are:
<System Default> - The From Address of the Quick Workflow Email will be the default system wide email address configured for your system.
<Resource/Coordinator> - The From Address of the Quick Workflow Email will be the Resource specified in the "From" drop down list. This list includes the employee, Company Contacts, Relocation Contacts, Project Contacts and Resource Types. The same options are available to send the email "To".
<Other> - The From Address of the Quick Workflow Email will be the email entered in the "From" text field.
To: The user may select one or more resources/contacts to send the email to; the drop down list includes the employee, Company Contacts, Relocation Contacts, and Resource Types. An email notification can be sent to one or more recipients.
Click
to add an email recipient and select the resource/contact from the list. If you would like to send the email to more than one resource/contact, repeat the process until all of the resource/contacts you want to receive the email are listed.
Click
to manually add an email address and enter the appropriate email address in the text field. You can add multiple recipients using a comma (,) as the separator. You may add a merge field for the email address from the selected User Report for Merging by inserting the merge code in the To field.
You may add an email address to be copied or blind copied on the email in a similar fashion, by clicking
or
buttons as appropriate.
While configuring an email notification for Employees at Quick Workflow level, there will be an option to Bcc the notification to all the employee's delegates. This is only possible when the Employee is selected on the To and when the Mobile Employee Experience is active.
Subject: Specify the Subject of the email.
Body: Specify the Body of the email to be sent. Configuration differs depending if you will use QWF Email or the Advanced Email Template.
For traditional QWF Email, you can refer to the following notes for Email Body Content:
Use Merge Code &EQ_ASSIGNMENT_LINK to create a hyperlink to the Relocation/Assignment when using the Assignment Data Type.
Use &EQ_AUTHORIZATION_LINK to create a hyperlink to the Authorization when using the Authorization Data Type.
Use Merge Code &EQ_COMPANY_LINK to create a hyperlink to the Company when using the Company Data Type.
Use &EQ_WEBSERVER when manually creating a hyperlink.
Use <br /> to insert a line break.
Include other merge fields by clicking the Merge Data Fields Documentation link and copying the appropriate Merge Document Data Field(s) from the list.
When using fields from a User Report, create the merge code by prefacing the field’s Column Caption with EQ_ and typing the Column Caption exactly how it displays in the User Report. For example, if the Column Caption is “Create Date”, the merge code would be “&EQ_Create Date”. If the Column Caption is “DESCRIPTION’, the merge code would be “EQ_DESCRIPTION”.
Here is an example where an email notification configured via the traditional QWF email that will send a notification to the Relocation Coordinator, the HR Manager, and the group email box.
The email will include the employee's name and a hyperlink to the employee's relocation/assignment record. When a QWF created using the Assignment Data Type sends an email alert, that alert will also be created as a Note for the appropriate assignment and will be in the Notes / Communications screen.
For Advanced Email Templates, click
to edit the body of the email or click
to convert the existing QWF email to utilize an advanced email template . The QWF screen will only display the preview from the email template. See the instruction on how to create/configure an email template to edit the body of your Email notification. When using an Email Template within a QWF, if you have automation in the same QWF you need to make sure to select user report under the Merge Option before picking an Email Template
Here is an example where an email notification configured via the advanced email template that will send a notification to the Relocation Coordinator, the HR Manager, and the group email box.
When changes to the email template are complete, click
to make sure the changes appear
Finally, click
once done with configuration.
Things to Note:
Clicking the
from a QWF automatically creates the email template with the advance mode email builder body
When selecting an existing email template, this allows to populate the To, CC, BCC, Subject, and Body of the email and use existing merge and static documents within the email template.