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Email User

Action form allows you to send a personalized email to the user when the user submits the form. This action is only applicable if the action form has an email field

You will need to select the
Should an email be sent to the user? check box on the Submit Actions (Step 3:Resource/Action) page, identified with the orange arrow on Figure 1 to enable the action.

Figure 1: Identifies Email User Action


Warning Message

If the action form does not have an email field you will receive a warning message, identified with the yellow highlight on Figure 2. You will receive this error message when you enable the email user action, identified with the orange arrow on Figure 2. The warning message states: WARNING: There is no Email Field specified in Step2, therefore no email will be sent to the user unless Action Form can determine that the user is in registered users role and therefore has a valid email address in the profile. . This is an indicator that you should create an email field.


Figure 2: Identifies Warning Message


Email Template

Action form allows you to customize an email message with the Email Template provided in the Email User action.  It allows you to send a standard email to the user. The template includes the From, Reply To, Subject and Attach Files fields, identified on Figure 3,  to generate a standard email. You can also customize the body of the email message with the template editor, identified on Figure 4.

Figure 3: Identifies Email Template Window




Figure 4: Identifies Attach Files Properties and Email Message Template Editor



Template Fields

The Email Template fields are used to customize the email message. You can also insert form tokens into the fields. The template fields are specified in the bullet list below and identified on Figures 3 and 4.
  • From Field
    The From field is used to specify who the message is coming from. You can leave it empty to use the system default or use form tokens, for example [FirstName] to insert the first name of the sender.

  • Reply To:
    The Reply To field is used to specify who the user should reply to. You can use form tokens, for example [FirstName] to insert the first name of the person to reply to.

  • Subject:
    The Subject field is used to specify the title of the email message.  You can use form tokens, for example [Subject] shows that the topic of the message refers to the person's name.

  • Attach file:
    The Attach file fields allow you to attach up to five files. You can attach a xml or a template file to the email message. If you do not want to attach any files keep the No File default option. The Attach Files drop down files are specified on Figure 5

    Figure 5: Displays Attach File Options


  • Body
    The Body text field allows you enter the body of the email message. You can use form tokens, if necessary. The Edit Template link, below the Body text field opens the Template Editor that allows you to customize your email message.

Template Editor

The template editor allows you to customize the body of the email message. You can apply styles, formats and links to the message. The editor provides two options for editing the email message, the Basic Text editor, identified on Figure 6 and the Rich Text Editor, identified on Figure 7.

Basic Text Editor

The Basic Text Editor is a simple text editor that allows you to create an email message. You can use this option for creating a simple email message without formats, such as bold, center or spell check. If you want to add formats to the email message use the Rich Text Editor instead.
  1. To Enable the Basic Text Editor select the Basic Text Box option, identified on Figure 6. This will open the Basic Text Editor.

  2. Click in the text box, then edit or remove the current text to create your own email message.

  3. When you are done click on the Save button to save your changes.

    Figure 6: Identifies Basic Text Editor

Rich Text Editor

The Rich Text Editor allows you to customize the layout and appearance of the email message. The Design option allows you to use the menu tool bar, identified with the green arrow on Figure 7, to change text color, align text, insert links, spell check, and apply headings, including other formats. The HTML option allows you to apply or edit html tags, such as headings, paragraphs and hyperlinks. The Preview feature allows you to preview the email message before saving it.
  1. To Enable the Rich Text Editor select the Rich Text Editor option, identified on Figure 7. This will open the Rich Text Editor.

  2. Click in the text box to edit the text and use the menu tool bar to apply formats and other features.

  3. When you are done click on the Save button to save your changes.
Figure 7: Identifies Rich Text Editor



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