Create an Email Alert Action

Use the Email Alert action to create a workflow that sends an email message to a selected person or group when the conditions that you specify for the workflow are met. You can create these actions for user initiated workflows or scheduled workflows.

For example, you can create a workflow that specifies that when a new employee is added, DPS sends an email message to the new employee's manager. DPS only sends the email message after all specified actions have successfully taken place; if the workflow fails at any point, DPS does not send the email message.

To create an email alert action:

1. In the Navigation pane, select Settings > Workflow, and then select either User Initiated Workflows or Scheduled Workflows.
2. On the User Initiated Workflows form or Scheduled Workflows form, use the drop-down list in the header field to select the hub or other area, such as employees or billing terms.
3. In the Workflows grid (or Scheduled Workflows grid), select the workflow row (event) to which you want to add the action.
4. In the Actions grid, click Add Action > Email Alert.
5. In the Recipient Options section on the Email Configuration dialog box, use the Select Attendees From field to refine the list of email recipients. The options that display depend on your configuration and the application you are working in. For example, if you select Role, the Email Recipient list populates with all available security roles. When you select a role, all users within that role will receive the email or notification. Or, if you select Employees, the Email Recipient list changes to display all employees.

   After making a selection from the Select Attendees From list, you can specify additional options to create a mixture of recipient records. For example, after specifying a Role and the associated recipients and applying the changes, you can go back and select Contacts and specify a number of contact records so there would be both defined roles and contacts who receive the email message or notification.

   The options that display in the Recipient Options list depend on the application you are using:

   • Users: Select this setting to display a list of enabled DPS users. Select one or more user names and when the event is triggered or the report is run, the selected users will receive the email or notification.
   • Roles: Select this setting to open the role search dialog where you can select one or more security roles. When the event is triggered, all users in the designated roles will receive the email or notification.
   • Contacts: Select this setting to open a list of contacts that are available from the Contacts hub. When the report is run, all selected contacts will receive the email.
   • Employees: Select this setting to open a list of active employees that are available from the Employees hub. Select one or more names from this list and when report is triggered, all selected employees will receive the email.
   • Project Role: Select this setting to open the list of security roles that are available for the project. You can only select one project role at a time. When the report is run, all users in the selected role will receive the email.
   • Employee Fields: This option applies to User Initiated and Schedule Workflows only. Select this setting to open a selection dialog box, on which you can choose one or more fields that are associated with the workflow type.

     For example, for the Projects hub there are Project Manager, Supervisor, Principal, and other key employees and user defined employee fields. When you use Employee Fields, DPS duplicates each field with one of the versions being denoted as (Old). In this case, Project Manager, and Project Manager Old will be in the list. This designation allows you to choose either the original (old) project manager or new project manager for situations when the workflow is being triggered due to a change in project manager assignment.

     When the event is triggered, the email or notification will be sent to the employees that are associated with the record's selected fields.

   • Approval Roles: This option applies to Approval Workflows only. Select this setting to open an approval role selection dialog where multiple approval roles can be selected. The approval roles listed in the dialog will be associated with the approval workflow type. For example, for Absence Requests there will be Supervisor, Timesheet Group Admin, Organization Approval Role, and user defined fields from the Employees hub. When the approval event is triggered, then the email or notification will be sent to the employees that are associated with the record's selected approval roles.
6. If you selected an option in the Select Attendees From field, use the Email Recipient grid to select the recipients for the email. The options that display in this list are based on the selection in the Select Attendees From field. For example, if Project Roles is selected in Select Attendees From, the Email Recipient list displays all roles that are designated as Project Roles. When you select a role (Project Manager, Supervisor, Primary Contact), the individuals that are included in that role will receive the email.
7. The +TO, +CC, or +BCC fields display the recipients of the email based on entries from steps two and three. You can also manually enter an email address for an individual who will receive the email or notification. To send to more than one person, enter all addresses and separate them by either commas, semicolons, or by pressing the spacebar on your keyboard.
8. Use the Message Options section to create and format a message to the email recipients about the email report, select a output type for the report, and preview the report before sending it.
9. Enter the subject for the email or notification. If sending a report, the Subject field is autopopulated with the name of the report. For example, Project List Report or CRM Project Summary Report. You can also edit or add information to the subject field.
10. Enter the text for the message that will be sent whenever the email or notification is triggered. You can add text or field codes that act as placeholders for data. Click in the upper right of the memo field to enable the text editor for the Message memo field.
    • Regular Text: You can enter text directly in this field. To apply formatting to the text, click to open the Text Editor and use its options.
    • Field Codes: Click Insert Field to open the Insert Field dialog box and then select fields to insert from a list of all fields in the selected application. For each field, DPS inserts a code as a placeholder and when the email or notification is sent, the field codes are replaced with data from that field for that record.
11. Click Apply on the Email Configuration dialog box to save the action. The action that you created is now listed in the Actions grid of the User Initiated Workflows form or Scheduled Workflows form.