Email Alerts
Email Alerts are a type of workflow action that send an automated email to a set of recipients whenever a workflow rule is triggered.
For example, if an expense report is submitted with a total greater than $2,000, an email alert can automatically notify the Finance Head, with the report PDF and the attached receipts included in the email.
Create Email Alerts
To create an email alert:
- Go to Settings on the left sidebar.
(OR)
Click Settings in the top right corner of the page. - Select Workflow Actions under Automation.
- Click Email Alerts from the Workflow Actions pane.
- Click + New Email Alert in the top right corner.
- In the New Email Alert pop-up, fill in the following fields:
Field Description Name Enter a name for the email alert. Module Select the module for which you want to create the email alert. From Select the sender displayed in the recipient’s mailbox. You can choose any of the verified senders configured in your organisation, or select Created By to send the email on behalf of the user who created the record. Email Template Select an existing email template from the dropdown, or click + New Email Template to create a new one. Email Recipients Select the users and roles to be notified. Recipients are grouped under two categories:
Email associated to entity: Sends the email to users directly associated with the record, such as Approver, Previous Approver, and Project Head.
Delegates of associated users: Sends the email to delegates of the associated users, such as Delegate of Approver.Cc Enter the email addresses of additional recipients to be copied on the email. Bcc Enter the email addresses of recipients to be blind-copied on the email. Attachments Choose what should be sent with the email. The attachment options shown depend on the selected module. - Click Save.
Associate Email Alerts to a Workflow Rule
An email alert is sent only when it is associated with a workflow rule and the rule is triggered. To associate an email alert to a workflow rule:
- Go to Settings on the left sidebar.
(OR)
Click Settings in the top right corner of the page. - Select Workflow Rules under Automation.
- Create a new workflow rule or edit an existing one.
- Under Add Actions, select Email Alerts as the Type and choose the email alert you want to associate from the Name dropdown.
- Click Associate, and then click Save to save the workflow rule.
Edit Email Alerts
To make changes to an existing email alert:
- Go to Settings on the left sidebar.
(OR)
Click Settings in the top right corner of the page. - Select Workflow Actions under Automation.
- Click Email Alerts from the Workflow Actions pane.
- Hover over the email alert you want to edit, click the Dropdown icon, and select Edit.
- Make the required changes and click Save.
Delete Email Alerts
To delete an email alert permanently:
- Go to Settings on the left sidebar.
(OR)
Click Settings in the top right corner of the page. - Select Workflow Actions under Automation.
- Click Email Alerts from the Workflow Actions pane.
- Hover over the email alert you want to delete, click the Dropdown icon, and select Delete.
- Click Yes in the pop-up to confirm your action.
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