Question

Send email from User Task to different email addresses

Forms

Updated March 14, 2017

asked on March 14, 2017

Hi everyone!

When assigning a User Task in forms and enabling "Email users when this task is assigned", is there a way to send the notification to different email addresses from the one specified for the user?

We could just use an email task to send the notification, but then it wouldn't contain the URL for the task in Forms.

Any ideas are welcome!

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SELECTED ANSWER

replied on March 14, 2017

Laserfiche isn't designed around using shared accounts other than it's Team capabilities.

The User Assigned field has to be an actually user (Repository or Participant), and it uses the email address associated to that assigned user to send the email with the link to the task.

How it should be designed is the list is pulled back from the other application, an email address is chosen from the drop down, this would have to drive the lookup on another field to chose the associated user account (ie: Participant User), the Participant is assigned to the Task, and they receive the email.

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Replies

replied on March 14, 2017

Have you considered assigning the Task to a Team (Version 10) as opposed to a User, so that the email would go to all members of the team?

If you sent the email to a user other than who is assign the task, unless that person was an Admin, they aren't going to have access to the Task in the Inbox as it wasn't assigned to them when they login..

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View 1 previous reply

replied on March 14, 2017

Hi Steve!

The problem is that the user would be a static, generic user that multiple people may have Access to at any given time. The email address would be selected from a dropdown on the form submission, generated from a query, and that list is managed on another application. The person receiving the notification would have beforehand the user credentials, so they would actually have Access to the task.

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SELECTED ANSWER

replied on March 14, 2017

Laserfiche isn't designed around using shared accounts other than it's Team capabilities.

The User Assigned field has to be an actually user (Repository or Participant), and it uses the email address associated to that assigned user to send the email with the link to the task.

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replied on March 14, 2017

Have you considered making the email address of the static, generic user a distribution email address? You could then maintain the people that are notified by adding them to the distribution list.

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replied on March 14, 2017

Thank you Steve, we'll have to work something out with the customer.

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Send email from User Task to different email addresses

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