Emailer Properties

To

This property is used to name the field (column) in the form that is used to determine the email address to send the email to.

To append an email address to a selection box from within your field, place the email address within brackets [ ]. Example: Approval Required [approver@company.com] The web part will parse out the email address when the notification is sent. You can also utilize a single or multi-line text field that allows users to enter email addresses manually.

CC

This property is used to name the field (column) in the form that is used to determine the secondary email address to send the email to (usually CC). The same rules and abilities apply here as to the To property above.

Email Subject

This property is used to define the subject of the email that is sent to the user. This can be a static value or it can be driven by one or more field variables.

Email Body

This field is used to define the body of the email to be sent to the user.

CorasWorks populates the Email Body field with a default message so you have something to start with, but it can be changed. You can include HTML or plain text characters. Any fields in the form can be used.

As an example, the email body documenting recent updates to a project could read:

The summary for Project ID: <*=Project ID*> has been updated by <*CreatedUser*> on <*FormModified*><*Return*><*=Return*>

Please note the formatting of variable names.

• Fields should be encapsulated like this: <*=fieldname*>

• Carriage returns should be encapsulated like this: <*=Return*>

• Other key fields and syntax:

• The summary for Project ID: <*=Project ID*> has been updated by <*=CreatedUser*> on <*=FormModified*><*=Return*><*=Return*>

• Message:<*=Return*><*=Message*><*=Return*>Links: <*=Return*>

• This returns the hyperlinked words Record and Workspace:

o <a href="<*=ItemURL*>?cwformtype=edit&RecordID=<*=RecordID*>">Record </a><*=Return*> <a href="
<*=SiteURL*>"><*=SiteTitle*></a><*=Return*> <*=Return*>

Where:

• <*=Return*> = Carriage Return

• <*=SiteTitle*> = The Site Title from the site where the BDF resides

• <*=CreatedUser*> = The user who created/modified the item

• <*=FormModified*> = The date/time when the item was created/modified

• <*=ItemURL*> = The direct URL to the BDF

• <*=RecordID*> = The ID returned by the form during a save. You must enable the Edit Record ID or XPath for New Record ID properties

• <*=SiteURL*> = The Site URL where the BDF resides

• <*=CurrentDate*> = The current "MM/dd/yyyy hh:mm:ss" time when the item was created/edited

Institute Email Process

This property allows you to define a filtered value to be confirmed before sending an email to specific individuals with a specific message. This can be different for each filtered value you choose. This enables you to develop a process whereby information is validated and sent to users.

The message and recipients can be different for each possible column value. This enables you to develop a process whereby information is validated and sent to users.

NOTE: Any values entered here will replace the values found within the remainder of the Emailer Properties section.

The format for each entry in the Institute Email Process field is as follows:
Field#;Value#;Email To#;CC#;Email From#;Subject#;Body

The parameters for each entry are defined below. Each parameter must be separated by "#;" and a <NEW> tag must be placed between process entries. If you have multiple values in a parameter, they must be separated by a semicolon (;). If you choose to skip an optional field, just use #;

If you want to define an email message for more than one field value, use the <NEW> tag. This denotes the end of an individual email process and tells the LIE that a new process is beginning. Do not place a <NEW> tag before the first process. This element is case-sensitive.

NOTE: Do not use the + or ‘ characters within the Institute Email Process area. These characters are not compatible with the web part. The # character is only permitted as a parameter separation tool.

Field

(required) The name of the field that controls the process (email) to be used.

Value

(required) The value in the above field that triggers the email to be sent.

Email To

(required) The field or email address to which the email should be sent. If you name a field, it will look up the email address in that field. Alternatively, you can hard-code an address here. If you choose to hard-code, you can identify multiple email addresses, separated by a semicolon (;).

NOTE: The ability to identify multiple email addresses is available only in the Institute Email Process property.

CC

(Optional) The field or email address to which the email should be copied. The same rules apply here as to the Email To parameter.

NOTE: This parameter should be defined in the same manner as the Email To field above. That means that if you want to use a field name here, you must also use a field name for the Email To parameter. If you hard-code an email address here, you must also do so above.

Email From

This parameter is no longer used, but must continue to be represented for backwards compatibility. This will default to the user who executes the form is the user who is sending the email and cannot be changed.

Subject

(Optional) The subject for the message to be sent. This cannot be set to a field value.

Body

(Optional) The body for the message to be sent. If this is blank, the Email Body web part property (Emailer Properties) will be utilized. The same rules apply here as to the Email Body property.

Note that any field within the BDF can be used as part of the email message’s body.

Example:

Status#;Not Started#;Assigned To#;
<NEW>
Status#;In Progress#;Assigned To#;#;#;Task In Progress - <*=Title*>#;The following task has been started<*=Return*>Title: <*=Title*><*=Return*>By: <*=CreatedUser*><*=Return*>On: <*=FormModified*>
<NEW>
Status#;Completed#;Assigned To#;#;#;Task Completed - <*=Title*>#;The following task has been completed<*=Return*>Title: <*=Title*><*=Return*>By: <*=CreatedUser*><*=Return*>On: <*= FormModified*>

In this example, the Email Subject and Email Body are stored in the corresponding properties in the Emailer Properties section of the web part properties.

This coding will cause the following to be done:

• If Status = Not Started, send an email to the assigned individual and cc it to the Project Manager from the person who created the task, with the subject and body that are stored in the web part’s Email Subject and Email Body properties.

• If Status = In Progress, send an email to the assigned individual and cc it to the Project Manager from the person who modified the task. The subject will be "Task In Progress – Task Title" and the body will be:
The following task has been started
Title: (Task Title)
By: (Person who modified Task)
On: (Time Task was changed)

• If Status = Completed, send an email to the assigned individual and cc it to the Project Manager from the person who modified the task. The subject will be "Task Completed – Task Title" and the body will be:
The following task has been completed
Title: (Task Title)
By: (Person who modified Task)
On: (Time Task was changed)

• If Status = Deferred, do nothing

• If Status = Waiting on Someone Else, do nothing