Email Notifications screen (Form-Based Apps)

Send email notifications for participants when add or edit a record

Function:

Specifies the email template to use to send an email notification when a record is added, changed, or deleted in a form-based app.

Accepted Values:

A list of email templates in your AgilePoint NX environment.

Default Value:

None

Create

Opens this Screen:

Email Template Configuration > Header tab

Function of this Screen:

Specifies recipients, template name, and other aspects of an email template.

Edit

Function:

Changes the content for the selected email template.

To Open this Field:

1. In the Send email notifications for participants when add or edit a record field, select a template.

Email Template Preview

Function:

Shows a preview of the selected email template.

Accepted Values:

Read only.

Email Template Name

Function:

Specifies the name of your email template.

Accepted Values:

One line of text that can have spaces.

Default Value:

None

Example:

Refer to:

• The videos on this page
• (Example) Configure an Email Activity (Notify Requester If Requested Hours Not Available)
• (Example) Configure an Email Activity (Notify Requester - On Manager Approval)
• (Example) Configure an Email Activity (Notify Requester - On Manager Rejection)

Clone Email Template

Function:

Specifies your email template from the list.

From

Function:

Specifies the senders in the From field of an email notification.

Accepted Values:

One line of text (a string) in email address format.

Default Value:

None

Accepts Process Data Variables:

Yes

Example:

me@mydomain.com

To

Function:

Specifies the recipients for your email.

Accepted Values:

• A list of email addresses, separated by semicolons (;).

  If you use process data variables, domain\username is changed automatically to a valid email format

  .
• A macro that accepts a process data variable as parameter.

  For more information, refer to Built-In Macros.

Default Value:

None

Accepts Process Data Variables:

Yes

Example:

• me@mydomain.com
• $MANAGER(DOMAIN\john)
• $MANAGER(${/my:myFields/my:username})

Also refer to:

• The videos on this page
• (Example) Configure an Email Activity (Notify Requester If Requested Hours Not Available)
• (Example) Configure an Email Activity (Notify Requester - On Manager Approval)
• (Example) Configure an Email Activity (Notify Requester - On Manager Rejection)

CC

Function:

Specifies the recipients to carbon copy on your email.

Accepted Values:

• A list of email addresses, separated by semicolons (;).

  If you use process data variables, domain\username is changed automatically to a valid email format

  .
• A macro that accepts a process data variable as parameter.

  For more information, refer to Built-In Macros.

Default Value:

None

Accepts Process Data Variables:

Yes

Example:

• me@mydomain.com
• $MANAGER(DOMAIN\john)
• $MANAGER(${/my:myFields/my:username})

BCC

Function:

Specifies the users to receive a blind carbon copy of your email.

Accepted Values:

• A list of email addresses, separated by semicolons (;).

  If you use process data variables, domain\username is changed automatically to a valid email format

  .
• A macro that accepts a process data variable as parameter.

  For more information, refer to Built-In Macros.

Default Value:

None

Accepts Process Data Variables:

Yes

Example:

• me@mydomain.com
• $MANAGER(DOMAIN\john)
• $MANAGER(${/my:myFields/my:username})

Priority

Function:

Specifies the priority setting for an email notification.

Accepted Values:

• High
• Normal
• Low

Default Value:

High

Subject

Function:

Specifies the subject line for your email.

Accepted Values:

One line of text that can have spaces.

Default Value:

None

Accepts Process Data Variables:

Yes

Example:

${ActivityName} in ${ProcessName} is complete

Also refer to:

• The videos on this page
• (Example) Configure an Email Activity (Notify Requester If Requested Hours Not Available)
• (Example) Configure an Email Activity (Notify Requester - On Manager Approval)
• (Example) Configure an Email Activity (Notify Requester - On Manager Rejection)

Email Body

Function:

Specifies the content of your email.

Accepted Values:

More than one line of text, in HTML plain text format.

Default Value:

None

Accepts Process Data Variables:

Yes

Example:

Refer to:

• The videos on this page
• (Example) Configure an Email Activity (Notify Requester If Requested Hours Not Available)
• (Example) Configure an Email Activity (Notify Requester - On Manager Approval)
• (Example) Configure an Email Activity (Notify Requester - On Manager Rejection)
• (Example) Link to a File from an E-mail
• (Example) Show a Subform in an E-mail Notification
• (Example) Create Zoom Meeting

Add Language (+)

Function:

Specifies an additional language for which you can define the content of an email.

Accepted Values:

A language from the list.

Default Value:

English

HTML / TEXT

Function:

Specifies the display format for your email.

Accepted Values:

• HTML - Shows the email in HTML format.
• Text - Shows the email in text-only format.

Default Value:

HTML

Attachment

Function:

Specifies one or more files you want to include in an email.

Accepted Values:

The full path and file name for the attachments you want to include.

Limitations:

• The file that you would like to attach must reside on the AgilePoint Server machine
• Email attachments are not supported in AgilePoint NX OnDemand (public cloud). Instead, AgilePoint recommends you give a link to a file stored in a cloud storage service in the email body.

  For more information, refer to Why Are E-mail Attachments Disabled in AgilePoint NX OnDemand?

Default Value:

None

Accepts Process Data Variables:

Yes

Example:

• C:\My Documents\sample1.doc
• ${My Files}

Enter Server File Path

Function:

Specifies the absolute path of the document you want as an attachment to the email.

To Open this Field:

1. On the Content tab, click Attachment .

Accepted Values:

The absolute path of the document on the repository.

Note: You must click Add to add the URL to the list.

Default Value:

None

Add

Function:

Includes a file as an attachment in an email.

To Open this Field:

1. On the Content tab, click Attachment .

Email Macro

Opens this Screen:

Email Macro

Function of this Screen:

Shows a list of macros you can use as process data variable to configure email templates.

Subject

Function:

Specifies the subject line for your email.

Accepted Values:

One line of text that can have spaces.

Default Value:

None

Accepts Process Data Variables:

Yes

Example:

${ActivityName} in ${ProcessName} is complete

Also refer to:

• The videos on this page
• (Example) Configure an Email Activity (Notify Requester If Requested Hours Not Available)
• (Example) Configure an Email Activity (Notify Requester - On Manager Approval)
• (Example) Configure an Email Activity (Notify Requester - On Manager Rejection)

Email Body

Function:

Specifies the content of your email.

Accepted Values:

More than one line of text in text-only format.

Default Value:

None

Accepts Process Data Variables:

Yes

Add Language (+)

Function:

Specifies an additional language for which you can define the content of an email.

Accepted Values:

A language from the list.

Default Value:

English

HTML / TEXT

Function:

Specifies the display format for your email.

Accepted Values:

• HTML - Shows the email in HTML format.
• Text - Shows the email in text-only format.

Default Value:

HTML

$CONVERTDATETIME()

Function:

Changes the current date-time value to a specified time zone.

Syntax:

$CONVERTDATETIME(ConvertDateTimeInAgilePoint)

Accepted Values:

The input for the (ConvertDateTimeInAgilePoint) parameter can be one of these:

• A literal date-time value.
• An Xpath to a process data variable from your app.

Example:

• $CONVERTDATETIME(06/16/2017 11:30:42 AM,Eastern Standard Time (North America) changes the value to 06/16/2017 03:00:42 AM
• $CONVERTDATETIME(${/pd:AP/pd:formFields/pd:DateTime1},Japan Standard Time (Tokyo)) changes the stored current date and time value to 6/13/2017 3:02:06 PM

$FORMATDATETIME()

Function:

Converts a date-time value to a specified date-time format.

Syntax:

$FORMATDATETIME(ValidDateTimeInAgilePoint)

Accepted Values:

The input for the (ValidDateTimeInAgilePoint) parameter can be one of these:

• A literal date-time value.
• An Xpath to a process data variable from your app.

This macro supports these date and time formats:

• M/d/yyyy
• M/d/yy
• yyyy-MM-dd
• d-MMM-yy
• M.d.yyyy
• d MMMM yyyy
• MMMM yy
• MMM-yy
• M/d/yyyy h:mm
• M/d/yyyy h:mm:ss
• h:mm
• h:mm:ss
• HH:mm
• HH:mm:ss

Example:

• $FORMATDATETIME(06/08/2017 01:30:42,yyyy/M/d hh:mm) changes the value to 2017/6/8 01:30
• $FORMATDATETIME(${/pd:AP/pd:formFields/pd:DateTime},M/d/yyyy h:mm) changes the stored value 31/07/20017 11:00:12 to 07/31/2017 11:00

$GROUP()

Function:

Gets the members of a group.

• When used in the To, CC, and BCC fields of an email template, this macro gets the email addresses for all the members in the group.
• When used in the the email body of an email template, this macro shows the names of all the members of the group.

Syntax:

$GROUP(ValidGroupNameInAgilePoint)

Accepted Values:

The input for the (ValidGroupNameInAgilePoint) parameter can be one of these:

• A literal group name.
• An Xpath to a process data variable from your app.

Example:

• $GROUP(Administrators)
• $GROUP(${/my:myFields/my:groupname)

Also refer to:

• (Example) Create Zoom Meeting

$ROLE()

Function:

Gets the users who are assigned a role.

• When used in the To, CC, and BCC fields of an email template, this macro gets the email addresses of all the users who are assigned the role. This includes the users who are members of a group that is assigned the role.
• When used in the the email body of an email template, this macro shows the names of all the users who are assigned the role. This includes users who are members of a group who is assigned the role.

Syntax:

$ROLE(ValidRoleNameInAgilePoint)

Accepted Values:

The input for the (ValidRoleNameInAgilePoint) parameter can be one of these:

• A literal role name.
• An Xpath to a process data variable from your app.

Example:

• $ROLE(Manager)
• $ROLE(${/my:myFields/my:rolename})

$MANAGER()

Function:

Gets the manager for the specified user name. In other words, UserName is the subordinate.

Syntax:

$MANAGER(UserName)

Accepted Values:

The input for the subordinate UserName parameter can be one of these:

• A literal AgilePoint NX user name.
• An Xpath to a process data variable from your app.

Example:

• $MANAGER(DOMAIN\john)
• $MANAGER(${/my:myFields/my:username})

$URLSHORTNER()

Function:

Gets the short form of a URL.

To use this macro, you must have a Bitly access token.

For more information, refer to Access tokens for Bitly.

Syntax:

$URLSHORTNER(URL)

Accepted Values:

The input for the URL parameter can be one of these:

• A literal URL address.
• An Xpath to a process data variable from your app.

Example:

• $URLSHORTNER(https://myportal.com/ApplicationBuilder/eFormRender.html?Process=MyDemo)
• $URLSHORTNER(${/pd:AP/pd:formFields})

Limitations:

• AgilePoint NX OnDemand (public cloud), or AgilePoint NX Private Cloud or AgilePoint NX OnPremises v7.0 or higher.

$XMLREPEATING2HTML()

Function:

When used in an email template, this macro returns an HTML table that contains the repeating data from the form in the generated email notification.

Syntax:

$XMLREPEATING2HTML(XpathRepeatingSchemaElement)

Accepted Values:

The input for the (XpathRepeatingSchemaElement) parameter is an Xpath to a repeating schema element from your AgilePoint NX app. To refer to a literal XML string from an Xpath, add a tilde (~) at the end of the path.

Example:

$XMLREPEATING2HTML(${/pd:AP/pd:formFields/pd:SubForm1_SubForm~})

Also refer to:

• (Example) Show a Subform in an E-mail Notification

Common Usage:

In the body of an email template to show data from a subform.

$XMLREPEATING2HTMLWITHFILTER()

Function:

This macro formats the output in an HTML table, with the specified values removed.

Syntax:

$XMLREPEATING2HTMLWITHFILTER(XpathRepeatingSchemaElementWithFilter)

Accepted Values:

This macro accepts as a parameter an Xpath expression for the location of a schema element from your app.

Example:

$XMLREPEATING2HTMLWITHFILTER(${/pd:AP/pd:formFields/pd:SubForm1_SubForm~},{TextBox3;TextBox4},{DateTime2,M/d/yyyy h:mm})

Common Usage:

In the body of an email template to show data from a subform.