Defining the send email workflow step

The CRM Workflows Send Email step can be added and defined on the CRM Workflow Designer tab. The Send Email step replaces the Notification step and defines the email content template and the recipients. Recipients can be a specified email address, or Infor CRM SLX contacts, leads, users, teams, departments or an entity user value. For example account manager entity value.

To define a CRM Workflow Send Email step:

Click Integrations on the navigation bar. The Integrations list page is displayed.
Click CRM Workflow. The corresponding Integration detail page is displayed.
Click the Workflow Name on the Workflows tab. The corresponding CRM Workflow Definition detail page is displayed. See Using the Workflow Definition detail view.
Click the Workflow Designer tab.

Note: To add a Send Email step, click the Add icon on the step that precedes the Send Email step. The Insert New Workflow Step window is displayed. Select Send Email. The Send Email component is added to the default workflow on the Workflow Designer tab.
Click the Settings icon. The Send Email window is displayed.
Specify this information in the General tab:

Caption

The label for the Send Email step.

Delay Duration

The time duration (Days, Hours, or Minutes), after the previous workflow step, by which the send email step is delayed.

Delay Increment

The Days, Hours, or Minutes, after the previous workflow step to delay before this step is triggered.

Edit Condition

The condition that must be set before this step is triggered. See Defining CRM Workflow step conditions.
Specify this information on the Template tab.
Subject
The text that must be displayed in the email subject. Use the @mention user interface to include dynamic CRM content in the subject content.
Note:  The @ character is not displayed if the @ character is preceded by an alpha or numeric character without a space. Examples:

Typing name@ does not display the @ character.

Typing name@ displays the @ character.
Email Body
The text that must be displayed in the email body. Use the @mention user interface to include dynamic CRM content in the email body.
Note:  The @ character is not displayed if the @ character is preceded by an alpha or numeric character without a space. Examples:

Typing name@ does not display the @ character.

Typing name@ displays the @ character.
Format the text content of the email template. Possible values:
- Bold, italic, or underlined content
- Numbered or bulleted lists
- Multiple font sizes supporting heading levels of 1 through 6, along with the normal paragraph font size
- Font color and background color selections
- Standard browser fonts of Sans Serif and Serif
- Left, right, and center text alignment
  Note: Use the Tx icon to clear all formatting from the selected text.
Specify the email recipient related data on the Recipients tab:
1. Specify (in the To, CC, or Bcc fields) one or more email addresses or use the @mention user interface to include CRM contacts, leads, users, teams of users, or departments of users in the email distribution list. Possible scenarios:
  - Adding a Contact: Enter @Emai and select the Email token for the contact or contact related property. For example, in for a sales order workflow, select BillingContact.Email.
  - Adding a Lead: Enter @Email to send to a lead for a lead workflow.
  - Adding a User: Enter @ followed by a user field. For example, AccountManager or Owner.
  - Adding a Team: Enter @ followed by the name of the team to send the email to all users on the team. For example, @Global
  - Adding a Department: Enter @ followed by the name of the department to send the email to all users on in the department. For example @Marketing
  Note:
  - Multiple addresses must be separated by semicolons.
  - Properties and the related entity email properties are available displayed only if the Expose to Workflow field or property attribute is set to True. For example, for the Return.Returned By field to be available, the Return.ReturnedBy relationship to the Expose to Workflow Contact entity attribute must be set to True.
  - For custom email properties the data Type property or field must be set to Email. All standard email properties have a type of Email.
2. Press Enter or click out of the field to add the entries to the distribution list.
3. Use the check boxes in each grid row to determine if the intended recipient of a user or owner field token is the user, user’s manager, or both. If the token field is a user or owner field, and you clear all of the check boxes, then there will be no recipients for that token.
  Note: These check boxes are editable only for user or owner field tokens. If the owner of a record is a team or department, the Send to user’s manager selection is not considered since departments and teams do not have a manager. Possible scenarios:
  - Sending an email to the user: Select the Send to check box and clear the Send to user's manager check box.
  - Sending to an email to the user’s manager: Clear the Send to check box and select the Send to user's manager check box.
  - Sending the email to user and the user’s manager: Select the Send to check box and select the Send to user's manager check box.
4. Click Remove, to remove an item from the grid.
5. Click the Maximize or Minimize arrow to display or hide a grid
Click OK to save the send email step.
Note:
- Create and define the next step if the send email step is completed:
  1. Click the Add icon in the Send Email step.
  2. Click Complete in the Select a result window.
  3. Select the required step action to update.
  4. Click Settings to define the step.
- Create and define next step if the send email step results in an error:
  1. Click the Add icon in the Send Email step.
  2. Click Error in the Select a result window.
  3. Select the step action to update.
  4. Click the Settings option to define the step.