Question

Email Activity Question

Workflow

Updated February 5, 2021

asked on October 30, 2019

I use an email activity throughout my WF BP. My goal in the email is to include an access point directly into the repository either through a URL or the attachment function of the email activity. I am getting unfavorable results from both:

1. My starting entry or point I want the email recipient to access is a folder. With that, I configured the attachment to apply to the starting entry an also define it as a folder. Yet, when the WF runs the email attachment does not open or redirect the user.

2. I added the generate web access URL activity to the WF as an alternative way to accomplish my goal. The issue with this is that when my email goes out the URL is only text and is not a hyperlink. In forms i know the email activity has a html editor which I've used in the past to turn the text into a hyperlink. I have not seen where I can do the same in Workflow

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Replies

replied on October 30, 2019 • Show version history

Workflow emails have both an HTML layer and a text layer by default. The URL should be highlighted as a hyperlink in your mail client. But how they're displayed does depend on your mail client.

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replied on October 30, 2019

So are you suggesting that I can insert the following, <a href="%(GenerateWebClientURLs_EntryURL)">Open Folder</a>, in the email editor in workflow and it will display as expected?

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replied on October 30, 2019 • Show version history

I believe what Miruna is referring to is that technically just putting the token itself there should be enough, it just depends on how your mail client renders things.

However, putting HTML directly in the email editor works and I use it frequently. Again, the effectiveness of this would also depend on how your mail client is configured.

The following post discusses HTML formatting in Workflow emails.

https://www.laserfiche.com/ecmblog/tech-tip-using-html-formatting-in-workflow-emails/

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replied on October 30, 2019 • Show version history

What Jason said.

In Outlook, something like this:

Just token: %(GenerateWebAccessURLs_EntryURL)
Formatted link: <a href="%(GenerateWebAccessURLs_EntryURL)">Click Me!</a>

is rendered like this:

Though, if Outlook is set to read all emails as plain text, then I get:

But various mail clients have various behaviors. And then there are plug-ins that IT organizations run to safeguard users from malicious URLs that may modify the behavior even further.

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replied on October 30, 2019

When you use the attachment method and attached an Entry as an LFE shortcut, that will only work with the Desktop client installed.

As for the email link, all you need to do to include HTML in a Workflow email is to add the HTML.

For example,

<a href="%(GenerateWebClientURLs_EntryURL)">Open Folder</a>

Just note that if you build the HTML into a separate token, you'll want to use the HTML formatting to make sure it renders correctly when you put the token into the email.

For example,

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replied on February 5, 2021

how about doing this for multiple links? In other words, how to create a multi value token that is the string of html needed? I have gotten that far, but am having an issue with the email editor seeing the token as pure html. any tips?

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replied on February 5, 2021

Depends on how you want it formatted and and what is currently going wrong.

I'd imagine you could just

add the HTML as each value in the multi-value token
use the indexing to display "all values separated by" maybe with <br> as the separator if needed
set HTML in the formatting

I'd probably build it as an unordered list in HTML; the multivalue would contain each of the li elements that hold the links, then the in email editor I'd just wrap the formatted token in <ul></ul>.

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replied on February 5, 2021

Good ideas, thanks! I am attempting to embed the url into a file name. I really like the idea of using html in the index of the token. I'll check that out.

I'm close....

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