This type of action will send an email with a link to the Active Display or Cross-Connect item selected by the user. The email recipient(s) can be hard-coded in the action definition, determined by the value of a column in the selected Active Display or Cross-Connect item (e.g., Assigned To, Manager), or identified by the user when the action is executed.
For example, with this action type, you could select multiple overdue items from a task Active Display and notify the people to whom the tasks are assigned with just a few clicks of the mouse.
NOTE: Several prompts on the Actions Wizard user interface were reworded in the Spring 2007 release for improved clarity and usability. In these cases, the reworded prompt is stated first, followed by a slash and the original prompt (e.g., Create a New Action Definition/Create a New Action).
1. Select the Create a New Action Definition/Create a New Action button at the top of the Actions Wizard.
2. In the Site URL for Document Libraries/Site URL field, type the URL of the action library that will hold the new action definition, or a Global Link, and click Add. If the action library is located in the current site, this field can be left blank.
3. All of the libraries that have a type of Document Library and can therefore be used to store an action definition are displayed in the Document Library for Action Definition/Document Libraries area. Highlight the action library you want to use.
Actions cannot be written to an action library located in a sub-area.
4. Type the name of the new action definition in the Action Name field.
This is the name that will be displayed to users, so make sure the name makes the purpose of the action as clear as possible.
At the same time, keep in mind that the drop-down that displays the action titles will automatically resize to fit the longest title. As a result, CorasWorks recommends that you limit your action names to approximately 30 characters in length.
5. Use the Action Type drop-down to select Email Item Link. When you make this selection, the page is refreshed and the Configure Action Type section of the display is expanded with the appropriate entry fields for this action type.
6. In the Message Displayed for Successful Action field, type the message to be displayed to users when the action is completed successfully.
As of Spring 2007, a default message of Success is placed in this field. The message can be changed if you wish.
The default success and error messages for an instance of the Actions Wizard can be changed via the Localization tab on the administration interface.
7. In the Error Message Displayed for Failed Action field, type the message to be displayed to users when the action fails for any reason.
As of Spring 2007, a default message of Error is placed in this field. The message can be changed if you wish.
8. If you also want to include any SharePoint error details when an action fails, select the Include SharePoint Error Details checkbox. When this option is enabled, SharePoint details will be appended to the error message you define in the step above.
9. If you want the action to utilize SharePoint to send email, select the Use SharePoint Email checkbox. When this option is enabled, it allows the action to pull configuration information from SharePoint. It uses the internal mail settings that SharePoint uses when sending alerts. If you use this option, SharePoint must be configured for email.
10. The Send Multiple Links in One Email checkbox (new with Summer 2006) allows you to send links to all of the selected items in a single email, rather than one email for each selected item in the Active Display or Cross-Connect. When enabled, this option will be utilized when:
The Enter Values at Runtime option is enabled (see below) AND
Neither the Primary Recipient Field or the Secondary Recipient Field (see below) is utilized. If either of these is populated, a separate email will be sent for each selected item.
You can, however, identify one or multiple Mail To addresses and/or multiple CC addresses (see below).
11. If this action emails a link to an item in a document library, you can enable the Link Directly to Documents option (new with Summer 2006). This allows you to send a link directly to the specified document (or form), rather than a link that goes to the document item. When a user clicks on the link in the email, the document or form is opened, instead of the item.
12. The Enter Values at Runtime checkbox is similar but different from the Select at Runtime option available with some other action types. In this case, you cannot select the fields you want to see at runtime, nor can you select the order. Instead, when the Enter Values at Runtime option is enabled, the following values can be identified when the action is executed; the remaining values are referenced from the action definition:
Mail To
CC
Subject
Body
If you select the Enter Values at Runtime option and populate any of these values within the action definition, the values will be displayed within the entry form when the action is executed. The user can add to or edit the values as necessary.
NOTE: Because Email Item Link actions are not configured to a list, the contents of the selection area are pulled from the current site you are on. This can affect the recipients available for selection when Enter Values at Runtime is enabled.
TIP: With this new feature, this action type can be used to send an email even if no list items are selected. You can identify the recipient(s), subject, and body from the entry form displayed when the action is executed. No link will be included in the email.
13. If you do not want to use SharePoint to send email, use the Mail Server field to identify the Server Name (ex: mailserver.coras.net) or IP Address (ex: 10.13.99.30) that handles all email SMTP requests. If you have Use SharePoint Email enabled, leave this field blank.
NOTE: You must either use the Use SharePoint Email option or identify the Mail Server.
14. The remaining steps vary depending on whether you are running Spring 2007 or a later release, or Summer 2006 or an earlier release. The prompts were renamed and rearranged for improved usability in the Spring 2007 release.
NOTE: As of the Spring 2007 release, the Email Item Link action type supports use of the [me] function, either when the action is defined or when it is executed. It can be used within any of the following properties:
Email To
Email CC
Email Subject
Email Body
1. If you want to identify a literal email address to send item links to, either type that email address in the Enter Email Address field or select from the scrolling list below the entry field. This field can be used with any combination of the Enter Column From List field and/or the two Email CC fields.
Manually entered email addresses should be typed in this format: Support@corasworks.net
To identify multiple manually entered email addresses, separate each address with a semicolon (;).
To choose multiple addresses from the selection area, hold down either Shift or Ctrl during selection.
2. The destination email address can be determined from the Active Display or Cross-Connect item selected by the user. If you wish to do this, type the column you want to reference from the Active Display or Cross-Connect in the Enter Column From List field. The value looked up from that column will be used as the primary recipient of the email.
NOTE 1: The values you identify here and the remaining properties on the Actions Wizard are case-sensitive. For example, if you want to identify the Assigned To column in the Enter Column From List property, you would need to make sure you enter the column name with the same capitalization used in the source list. Otherwise, the action will fail.
NOTE 2: You must enter or select a value in Step 1 and/or Step 2. You cannot leave all of these properties blank.
NOTE 3: This property supports field types other than User fields, as long as the value stored in the identified field is an email address.
3. To send the email to one or more secondary recipients, type or select the desired recipient(s) in the Email CC section. This section has the same abilities and requirements as the Email To section.
4. In the Email Subject field, you have three options:
If you want static content to be used as the subject each time this action is executed, type the subject that should appear in the emails Subject line.
If you want the user to determine the subject each time the action is executed, leave the field blank. Make sure the Enter Values at Runtime checkbox is selected.
If you want to provide some standard content that can be used as the subject each time the action is executed, but want to allow the user to be able to modify it if necessary, type that content in the field and make sure the Enter Values at Runtime checkbox is selected. When the action is executed and the entry form is displayed, the content will be displayed in the entry field, but it can be edited.
5. The Email Body field is used to define the body (content) of the email. It offers the same three entry options as the Email Subject field.
This field holds text only; it will not do anything with variables or functions as the List Item Emailer does.
Hard carriage returns (line breaks) are respected.
If you want to identify a field to hyperlink in the body of the email, rather than showing the URL of the linked item, type the name of that field in the Link Field entry area. For example, say you want to email a link of new leads to the sales manager. You select Company Name as the Link Field. In the email, the company name will be hyperlinked to the URL of each item.
6. The Link Field property (new with Summer 2006) is used to identify a field to hyperlink in the body of the email, rather than showing the URL of the linked item.
For example, say you want to email a link of new leads to the sales manager. You select Company Name as the Link Field. In the email, the company name will be hyperlinked to the URL of each item.
7. When you are finished, select Save. The action is now available for use in an Active Display or Cross-Connect.
1. If you want to identify a literal email address to send item links to, either type that email address in the Mail To field or select from the list below the entry field. This field can be used with any combination of the CC, Primary Recipient Field, and/or Secondary Recipient Field.
Manually entered email addresses should be typed in this format: Support@corasworks.net
To identify multiple manually entered email addresses, separate each address with a semicolon (;).
To choose multiple addresses from the selection area, hold down either Shift or Ctrl during selection.
NOTE: The values you identify in the Mail To field and the remaining properties on the Actions Wizard are case-sensitive. For example, if you want to identify the Assigned To field in the Primary Recipient Field property, you would need to make sure you enter that name with the same capitalization used in the source list. Otherwise, the action will fail.
2. To send the email to one or more secondary recipients, type or select the desired recipient(s) in the CC field. This entry field has the same abilities and requirements as the Mail To field.
3. In the Email Subject field, you have three options:
If you want static content to be used as the subject each time this action is executed, type the subject that should appear in the emails Subject line.
If you want the user to determine the subject each time the action is executed, leave the field blank. Make sure the Enter Values at Runtime checkbox is selected.
If you want to provide some standard content that can be used as the subject each time the action is executed, but want to allow the user to be able to modify it if necessary, type that content in the field and make sure the Enter Values at Runtime checkbox is selected. When the action is executed and the entry form is displayed, the content will be displayed in the entry field, but it can be edited.
4. The Email Body field is used to define the body (content) of the email. It offers the same three entry options as the Email Subject field.
This field holds text only; it will not do anything with variables or functions as the List Item Emailer does.
Hard carriage returns (line breaks) are respected.
If you want to identify a field to hyperlink in the body of the email, rather than showing the URL of the linked item, type the name of that field in the Link Field entry area. For example, say you want to email a link of new leads to the sales manager. You select Company Name as the Link Field. In the email, the company name will be hyperlinked to the URL of each item.
5. The Link Field property (new with Summer 2006) is used to identify a field to hyperlink in the body of the email, rather than showing the URL of the linked item.
For example, say you want to email a link of new leads to the sales manager. You select Company Name as the Link Field. In the email, the company name will be hyperlinked to the URL of each item.
6. The destination email address can be determined from the Active Display or Cross-Connect item selected by the user. If you wish to do this, type the column you want to reference in the Active Display or Cross-Connect in the Primary Recipient Field. The value looked up from that column will be used as the primary recipient of the email.
NOTE 1: You must enter a Mail To email address and/or identify a value in the Primary Recipient Field. You cannot leave both of these fields blank.
NOTE 2: This property supports field types other than User fields, as long as the value stored in the identified field is an email address.
7. The Secondary Recipient Field has a similar use as the Primary Recipient Field, except the value looked up from the column specified here will be used as the secondary recipient (cc) of the email.
8. In the Subject field, type the subject that should appear in the emails Subject line.
9. Type the body (content) of the email in the Body field. This field holds text only; it will not do anything with variables as the List Item Emailer does.
10. When you are finished, select Save. The action is now available for use in an Active Display or Cross-Connect.