Question

How to use an email task to send mail to a team of participants?

Version 10 Forms

Updated November 28, 2018

asked on May 4, 2017 • Show version history

Hi all,

I have used an email task to diffuse email to participant and it seems that we can't assign a team to it. In other words, I need to use the username that I have created in LFDS. Can you please advise how we can allow the email task to send mail to teams?

Thanks to advise.

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Replies

replied on June 29, 2018

Being able to set a Team as the Send To in an Email Service Task is definitely a necessity. There are times where you need to notify a Team through email that something has occurred within a business process like an email confirmation where the Business Process is not necessarily assigned to that Team. Any idea when this will be implemented?

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replied on May 5, 2017

Email service task only support send email to individual users, it doesn't support send email to groups or teams. For send email to teams, you can enable the email notification on the user task which is assigned to a specific team.

We will consider add supporting for set email service task to send to team.

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View 5 previous replies

replied on May 10, 2017

Ok. Will it be released in the next version?

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replied on May 10, 2017

We will check whether there is enough time for this feature and it has been added to our to do list.

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replied on July 10, 2017

This seems to be another large oversight in LF forms functionality. When can licenced users expect that it will be made available?

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replied on July 11, 2017

Hi Robert, thanks for your feedback, we adjusted the priority of this feature and will try to make it in the next version.

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replied on January 22, 2018

Hi,

Just following up on this. Has this feature been enabled in the latest version (10.3)?

Thanks,

Michael

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replied on April 17, 2018

The feature to support "set email service task to send to team" when will it be added??

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replied on April 24, 2018

Dear LF

When this feature will be released?

Can I extract the required information for a specific user in a team from Forms Database to assign him the email.

Regards

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replied on September 17, 2018

The data has to be there. The risk is if Laserfiche decides to make the database schema more efficient and changes it. I would go out on a limb and say its a medium to low risk but it is still a risk.

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replied on November 15, 2018

Yes, in a User Task when it is assigned to a Team all the members in the Team receive an email. However, if I to notify a Team who is not part of the process that the process has been completed, I have to place each individual persons email in the To: or CC: list but this means if a new person is hired or when someone leaves or both I have to go find all the Email Tasks and add/remove people rather than just add/remove people from a Team.

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View 5 previous replies

replied on November 15, 2018

That is correct. This is my issue as well. My specific case is that I want to notify a HR team when a hiring manager cancel a Hiring Business Process. I am not assigning a User Task to HR but simply notifying them of an action. As you stated, I would have to add several email addresses to the Email Task and would then have to manage new and departing members of the HR Onboarding Team, individually, for each Email Task. :(

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replied on November 15, 2018

I wonder if this workaround might suffice. Perhaps assign it as a user task to a team, so that you can send the team email, but then also have a Timer Catch Event on that task, that interrupts after 1 minute and then routes the flow as you'd want.

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replied on November 15, 2018

Thank you. I will see if that will work. The only issue I can think of is that a task will actually appear in the team's Inbox which may cause some confusion.

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replied on November 15, 2018

It probably would, but if you let them know ahead of time, or within the content of the emails, that shouldn't be an issue. I use Timer Catch Events on different processes and they work great.

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replied on November 15, 2018

Another option I am exploring is creating an Email Distribution Group in Exchange and using that email address instead.

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replied on November 15, 2018

That is definitely another option. I just launched a form that has an Email Task with a distribution list as the To: but we have not had a submission that would take it down that path yet so I have not seen it follow through. In theory it should work though. I just would like to see being able to send to a Team in the event I want to email users that don't necessarily make up a logical distribution list. We don't like creating all sorts of distribution lists for any reason. Especially since other will see those DLs in their outlook address book.

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replied on November 15, 2018

Yes, we have a reluctance in creating distribution groups as well. But what do you do.... I am having the Exchange Admin hide the dist group so it will not be seen in the GAL.

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replied on November 15, 2018

I haven't thought it that far but that sounds like an option I might look into. I presented the option of DLs to our SysAdmin a while back but for the time being I only need one that was already existing.

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replied on November 28, 2018

The coming Forms 10.4 added the support for sending email to a team from email service task directly.

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replied on November 15, 2018

I have a need for this functionality as well. Any update on this addition?

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replied on November 15, 2018

I've a form that when submitted, assigns the form to a team, filtered by job type, which then emails all the members of that team. Is that not what you're attempting?

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replied on November 15, 2018 • Show version history

No, when assigning a task to a team, that works fine. It's when we just want to send an email ... currently, can't assign it to a team, only an individual.

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replied on November 15, 2018

Correct Gloria. I am talking about emailing a team when using the Email Service Task not the User Task.

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How to use an email task to send mail to a team of participants?

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