Send an e-mail from a workflow (task or action)

You can link a message template to a task or an action. If the dossier item reaches the task or the action, the linked message is automatically sent to the person you have selected.

To determine the e-mail address, a check is first performed to see if an e-mail address has been recorded for the user. If this is not the case, a check is performed to see if the Work e-mail has been entered for the person. If this also does not contain an e-mail address then no message (e-mail) is sent.

In a local installation, the queue must have been activated to be able to update workflows and send e-mail from a workflow.

More information:

Activate the queue

Send a message

When sending a message, a number of things must be taken into consideration:

• In InSite, you can only link message templates to tasks. You can add a completion task after the last action which allows you to send a message.
• If you select the Send message at start of action check box for an action, Profit looks at the destination of the task in the preceding action. The destination set in that task receives the message.
• Sending a message for an action in a task is only possible in OutSite.
• For an informational task, you can specify that the workflow is completed once the message has been sent.

  More information:

  Send an informational mail without a task

• In OutSite, a message can therefore be sent at two points in time:
  • When the workflow reaches a certain task. At that point in time, a default mail is sent to all users assigned to the task.
  • When an action is clicked. At that point in time, the mail based on the selected message template is sent to the selected user(s). This only works in OutSite.

To create a message template:

Before you send a mail from a workflow, you first create a message template. A message template is used to automatically generate an e-mail message from Profit. You record the default text of the e-mail message in the message template.

To link a message template to a workflow task or action:

1. Open Profit.
2. Go to: CRM / Dossier / Configuration / Dossier item type.
3. Open the properties of the dossier item type..
4. Go to the tab: Workflows.
5. Open the properties of the workflow..
6. Click on: the first action of the workflow. (When the action is selected, the message is sent).

   You can also select a task. When the workflow gets to the task, the message is sent.

7. Open the Message frame.
8. Select the Send message at start of action check box.

   For a task, you select the Send message when dossier item reaches this task check box.

9. Select the addressee.
   • All contact persons of the organisation

     If the destination is an organisation then all contact persons receive an e-mail.

     If the destination is a person then the person in question receives an e-mail.

   • All portal users of the organisation

     Portal users are persons that only have access to data in Profit via a Portal and not via other applications.

     If the destination is an organisation then all contact persons who are portal users receive an e-mail.

     If the destination is a person then the person in question who is a portal user receives an e-mail.

     Example: when you submit a dossier item, you select an organisation. For this organisation, 5 contact persons are listed; 3 of these contact persons are portal users (they can log in to OutSite or the customer portal). These 3 contact persons then receive an e-mail.

   • Sender (portal user)

     If the sender is not a portal user, the sender receives the e-mail.

     You can only use this addressee if you are using the OutSite portal, not if you are using InSite.

   • Dossier item contact person

     If the destination is an organisation but no contact person is entered: no e-mail is sent.

     If the destination is an organisation and a contact person is entered: the recorded contact person who is a portal user receives an e-mail.

     If the destination is a person: the person in question who is a portal user receives an e-mail.

     Example: if you select a contact person when submitting a dossier item, this contact person receives an e-mail. The contact person must be a portal user.

   Note:

   If you select the contact person of the dossier item and you have activated the Organisatie + contactpersoon destination, the e-mail is only sent if you have also added the contact person to the organisation.

   • Task users (portal users)

     If this addressee has been selected for an action, the message is sent to the users of the old task instead of the users of the new task.

     Example: when you submit a dossier item, you select an organisation. For this organisation, 5 contact persons are listed; 3 of these contact persons are portal users (they can log in to OutSite or the customer portal). Of these 3 portal users, only one has rights to the task (is part of a group you have selected in Addressed to). Only this contact person gets an e-mail.

   • Task users (Profit users)

     If this addressee has been selected during an action, the message is sent to the users of the old task instead of the users of the new task.

     Each Profit user who can complete the task receives an e-mail.

10. Select the Show in task list check box. If you do not select this check box, the user does not see the workflow and no e-mail can be sent.
11. Select the message template.
12. Click on: Save.
13. Click on: Publish.