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.
|
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:
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.
|
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. |