Contents of the Email Dialog Box

Use the Email dialog box to send an email message. The options that display on this dialog box depend on the application you are working in.

Recipient Options Section

Use this section to define the list of recipients that will receive the email or notification. The options that display depend on your configuration and the application you are working in. You can select groups of recipients in the Select Attendees From field, use the Email Recipient list to select individual users, or enter specific email addresses in the TO, CC, or BCC fields.

Field	Description
Select Attendees From	Use this list to select a group of recipients that will receive the email or notification. 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 list changes to display all employees. After making a selection, you can specify a second option to create a mixture of recipient records. For example, after you specify a security role and the associated recipients, you can also select contacts to receive the email message or notification. Users: Select this setting to display a list of enabled users. Select one or more user names. These users will receive the email message or notification. Roles: Select this setting to open the Role Search dialog and select one or more security roles. All users in the designated roles will receive the email message or notification. Contacts: Select this setting to open a list of contacts from the Contacts hub. All selected contacts will receive the email message. Employees: Select this setting to open a list of active employees from the Employees hub. Select one or more names from this list; all selected employees will receive the email message. 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. All users in the selected role will receive the email message. Employee Fields: This setting applies only when you open this dialog box from Settings > Workflow > User Initiated Workflows or Settings > Workflow > Scheduled Workflows. 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, Vantagepoint 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 setting applies only when you open this dialog box from Settings > Workflow > Approval Workflows. Select this setting to open an approval role selection dialog box where you can select multiple approval roles. The approval roles listed in the dialog box 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.
TO, CC, BCC	Click these buttons to automatically add the recipients that were selected in the Select Attendees From field or Recipient List to the respective email fields. For example, if you are using Workflows, specify Roles, and then select three security roles, when you click +TO the names of those three roles will automatically display in the TO field. You can also click these buttons to open the respective email fields and manually enter email addresses: TO: Use this field to send emails to primary recipients. You can enter the email address directly in this field and to send email to multiple addresses, enter all of them in this field with semicolons (;) as separators between them. CC and BCC: To send copies to recipients other than the primary recipients, enter one or more email addresses for CC and BCC recipients. If you want to send copies to multiple addresses, enter all of them in the field, with semicolons (;) as separators between them. If you add one or more records of individuals that do not have an associated email address, you receive a message that alerts you to the issue and provides prompts to correct the error.

Message Options

Use these options to enter the content for the email, including any pre-defined placeholders for the text fields that you want to include.

Field	Description
Subject	Enter the subject for the email or notification.
Insert Field	Click this option to open the Insert Field dialog box and select fields to insert from a list of all fields in the hub from which you opened the configuration dialog box. For each field, Vantagepoint inserts a code as a placeholder, and when the message is sent, the field codes are replaced with data from that field for that record. If no data is selected for merging in the Subject or Message fields, Vantagepoint uses standard email functionality. Click OK to accept your entries, close the dialog box, and return to the email or Notification Configuration dialog box.
Message	Enter the text for the message that will be sent when you send the email or when the notification is triggered. You can add text or field codes that act as placeholders for data. 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, Vantagepoint 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.
Insert Field	Click this option to open the Insert Field dialog box and select fields to insert from a list of all fields in the hub from which you opened the configuration dialog box. For each field, Vantagepoint inserts a code as a placeholder. When the message is sent, the field codes are replaced with data from that field for that record. If no data is selected for merging in the Subject or Message fields, Vantagepoint uses standard email functionality. Click OK to accept your entries, close the dialog box and return to the email or Notification Configuration dialog box.
File Type	Select the type of file to attach to the email: Adobe PDF, Rich Text Format (RTF), Microsoft Word Document, Microsoft Excel Spreadsheet, Tagged Image File Format (TIFF), and Comma-separated Values File (CSV), XML, HTML, HTML with link to report archive. When you select HTML with a link to a report archive, Vantagepoint inserts the following in the email or notification body: Please click the link to view the [reportlink] report. This report will be available for viewing for [savetime]. The user can type in the body to change the message. [reportlink] and [savetime] are replaced with the link and time when it is sent.
Preview File	Click this option to run and export the report to the selected format for the purpose of previewing the file.
Archive Hours	This field displays if the selected file type includes a link. You must schedule a report in order to archive it from this dialog box.