Email Template Configuration screen (Email Notifications)

Configures the email template for an email notification.

Background and Setup

Video: Add an E-mail Activity

Good to Know

  • This screen may look different in different places. The UI varies for this screen depending upon how you open it. However, the fields for this screen are the same in all places.

Email Template Configuration > Header tab

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

Figure: Email Template Configuration > Header tab

Email Template Configuration Header tab

Fields

Field NameDefinition

Email Template Name
Description:
Specifies the name of your email template.
Allowed Values:
One line of text (a string).

Accepted:

  • Letters
  • Numbers
  • Spaces
Default Value:
None
Example:
Refer to:

Clone Email Template Clone E-mail Template icon
Description:
Specifies your email template from the list.

From
Description:
Specifies the senders in the From field of an email notification.
Allowed Values:
One line of text (a string) in email address format.
Default Value:
None
Accepts Variables:
Yes
Example:
me@mydomain.com

To
Description:
Specifies the recipients for your email.
Allowed 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 Variables:
Yes
Example:
  • me@mydomain.com
  • $MANAGER(DOMAIN\john)
  • $MANAGER(${/my:myFields/my:username})

Also refer to:

CC
Description:
Specifies the recipients to carbon copy on your email.
Allowed 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 Variables:
Yes
Example:
  • me@mydomain.com
  • $MANAGER(DOMAIN\john)
  • $MANAGER(${/my:myFields/my:username})

BCC
Description:
Specifies the users to receive a blind carbon copy of your email.
Allowed 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 Variables:
Yes
Example:
  • me@mydomain.com
  • $MANAGER(DOMAIN\john)
  • $MANAGER(${/my:myFields/my:username})

Priority
Description:
Specifies the priority setting for an email notification.
Allowed Values:
  • High
  • Normal
  • Low
Default Value:
High

Email Template Configuration > Content tab

Specifies the content of an email template.

Figure: Email Template Configuration > Content tab

Email Template Configuration Content tab

Fields

Field NameDefinition

Subject
Description:
Specifies the subject line for your email.
Allowed Values:
One line of text (a string).

Accepted:

  • Letters
  • Numbers
  • Spaces
Default Value:
None
Accepts Variables:
Yes
Example:
${ActivityName} in ${ProcessName} is complete

Also refer to:

Email Body
Description:
Specifies the content of your email.
Allowed Values:
More than one line of text.

Format:

  • HTML plain text
Default Value:
None
Accepts Variables:
Yes
Example:
Refer to:

Add Language (+)
Description:
Specifies an additional language for which you can define the content of an email.
Allowed Values:
A language from the list.
Default Value:
English

HTML / TEXT
Description:
Specifies the display format for your email.
Allowed Values:
  • HTML - Shows the email in HTML format.
  • Text - Shows the email in text-only format.
Default Value:
HTML

Email Approval Template E-mail Approval Template icon
Opens this Screen:
Email Approval Configuration
Function of this Screen:
Configures an email template that participants can use to approve or reject a request from an email. This is an alternative to an online form. If the user has HTML email, the template shows as an HTML form. If the user has text-only email, the user sees a text-only form.

Attachment Attachment icon
Description:
Specifies one or more files you want to include in an email.
Allowed Values:
The full path and file name for the attachments you want to include.
Limitations:
Default Value:
None
Accepts Variables:
Yes
Example:
  • C:\My Documents\sample1.doc
  • ${My Files}

Enter Server File Path
Description:
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 Attachment icon.
Allowed Values:
The absolute path of the document on the repository.
Note: You must click Add Add icon to add the URL to the list.
Default Value:
None

Add Add icon
Function:
Includes a file as an attachment in an email.
To Open this Field:
  1. On the Content tab, click Attachment Attachment icon.

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.

Email Approval Configuration

Configures an email template that participants can use to approve or reject a request from an email. This is an alternative to an online form. If the user has HTML email, the template shows as an HTML form. If the user has text-only email, the user sees a text-only form.

Figure: Email Approval Configuration screen

Email Approval Configuration screen

Good to Know

How to Start

  1. On the Email Template Configuration screen, in the Content tab, click Email Approval Template E-mail Approval Template icon.

    Click Email Template Approval

Fields

Field NameDefinition

Approval Response
Description:
Specifies the approval keyword.
Allowed Values:
A variable.

Format:

  • Boolean

Response Values

  • True
  • False
Default Value:
None
Accepts Variables:
Yes

Remarks
Description:
Specifies any comments the approver wants to include with his or her approval response. This is sometimes used to specify an explanation if the approval is declined.
Allowed Values:
A process data variable that stores a string value.
Default Value:
None
Accepts Variables:
Yes

Preview
Description:
Shows the preview for your approval email template.

Email Template Configuration > Content > Plain Text tab

Specifies the content of an email template in plain text format.

Figure: Email Template Configuration > Content > Plain Text tab

Email Template Configuration Plain Text tab

Fields

Field NameDefinition

Subject
Description:
Specifies the subject line for your email.
Allowed Values:
One line of text (a string).

Accepted:

  • Letters
  • Numbers
  • Spaces
Default Value:
None
Accepts Variables:
Yes
Example:
${ActivityName} in ${ProcessName} is complete

Also refer to:

Email Body
Description:
Specifies the content of your email.
Allowed Values:
More than one line of text.

Format:

  • Plain text
Default Value:
None
Accepts Variables:
Yes

Add Language (+)
Description:
Specifies an additional language for which you can define the content of an email.
Allowed Values:
A language from the list.
Default Value:
English

HTML / TEXT
Description:
Specifies the display format for your email.
Allowed Values:
  • HTML - Shows the email in HTML format.
  • Text - Shows the email in text-only format.
Default Value:
HTML

Text-Based Approval Configuration

To configure a text-based approval for a task, use this format.

Note: Email approvals do not apply to form-based apps.
  • Xpath-Node represents a valid Xpath node — for example, {/pd:MyFields/pd:Approval}
  • Value represents the value you want to pass when the user selects this option. A common usage is True or False. The action that is selected with the X will be processed along with any information in the remarks section.
  • Approved or rejected options:

    Note that the terms used in the email can follow the format approved/rejected, or yes/no.

    Approval KeywordsRejection Keywords
    {Approve [] = {Xpath-Node}=Value}{Reject [] = {Xpath-Node}=Value}
    {Approved [] = {Xpath-Node}=Value} {Rejected [] = {Xpath-Node}=Value}
    {Yes [] = {Xpath-Node}=Value}{No[] = {Xpath-Node}=Value}
  • {Remarks [] = {Xpath-Node}}
    Note: The Remarks should be entered between the [] in Remarks [].
  • {Comments [] = {Xpath-Node}}
You can use this example as a guide: 
Approval Information
Please put X between [] for Approved or Rejected.
Additional remark/comment can be entered between Remarks []
{Approved [] = {pdmyFields/pd:Approved}=True}
{Rejected [] = {pdmyFields/pd:Approved}=False}
{Remarks [This task requires your approval.] = {pdmyFields/pd:Remark}}

Email Macro tab

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

Figure: Email Macro tab

Email Macro tab

Good to Know

  • This tab applies only to email templates. Email macros are a special type of variable only used in emails.
  • Email macros use a syntax that is different from other variable types.

Fields

Field NameDefinition

$CONVERTDATETIME()
Description:
Changes the current date-time value to a specified time zone.
Syntax:
$CONVERTDATETIME(ConvertDateTimeInAgilePoint)
Allowed Values:
The input for the (ConvertDateTimeInAgilePoint) parameter can be one of these:
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()
Description:
Converts a date-time value to a specified date-time format.
Syntax:
$FORMATDATETIME(ValidDateTimeInAgilePoint)
Allowed Values:
The input for the (ValidDateTimeInAgilePoint) parameter can be one of these:
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()
Description:
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)
Allowed Values:
The input for the (ValidGroupNameInAgilePoint) parameter can be one of these:
Example:
  • $GROUP(Administrators)
  • $GROUP(${/my:myFields/my:groupname)

Also refer to:

$ROLE()
Description:
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)
Allowed Values:
The input for the (ValidRoleNameInAgilePoint) parameter can be one of these:
Example:
  • $ROLE(Manager)
  • $ROLE(${/my:myFields/my:rolename})

$MANAGER()
Description:
Gets the manager for the specified user name. In other words, UserName is the subordinate.
Syntax:
$MANAGER(UserName)
Allowed Values:
The input for the subordinate UserName parameter can be one of these:
Example:
  • $MANAGER(DOMAIN\john)
  • $MANAGER(${/my:myFields/my:username})

$URLSHORTNER()
Description:
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)
Allowed Values:
The input for the URL parameter can be one of these:
Example:
  • $URLSHORTNER(https://myportal.com/ApplicationBuilder/eFormRender.html?Process=MyDemo)
  • $URLSHORTNER(${/pd:AP/pd:formFields})
Limitations:

$XMLREPEATING2HTML()
Description:
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)
Allowed 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:

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

$XMLREPEATING2HTMLWITHFILTER()
Description:
This macro formats the output in an HTML table with the specified filter criteria.

These are the filter criteria:

  • Delete specified values.
  • Change the date format.
  • Change the order of the values.
  • Change the display name of specified values.
Syntax:
$XMLREPEATING2HTMLWITHFILTER(XpathRepeatingSchemaElementWithFilter)
Allowed Values:
The input for the (XpathRepeatingSchemaElementWithFilter) parameter is an Xpath to a repeating schema element from your AgilePoint NX app.

In the input value for the (XpathRepeatingSchemaElementWithFilter) parameter, the filter criteria must be in this order:

{Delete specific values},{Change the date format},{Change the order of the values},{Change the display name of the values}

Example:
  • Delete values: $XMLREPEATING2HTMLWITHFILTER(${/pd:AP/pd:formFields/pd:SubForm1_SubForm~},{TextBox3;TextBox4})
  • Change the date format: $XMLREPEATING2HTMLWITHFILTER(${/pd:AP/pd:formFields/pd:SubForm1_SubForm~},{},{DateTime2,M/d/yyyyh:mm})
  • Change the order of values: $XMLREPEATING2HTMLWITHFILTER(${/pd:AP/pd:formFields/pd:SubForm1_SubForm~},{},{},{TextBox2,0;TextBox1,1})
  • Change the display name of values: $XMLREPEATING2HTMLWITHFILTER(${/pd:AP/pd:formFields/pd:SubForm1_SubForm~},{},{},{},{TextBox2,First Name;TextBox1,Last Name})
  • Change the date format and display name of values: $XMLREPEATING2HTMLWITHFILTER(${/pd:AP/pd:formFields/pd:SubForm1_SubForm~},{},{DateTime2,M/d/yyyyh:mm},{},{TextBox2,First Name;TextBox1,Last Name})
Common Usage:
In the body of an email template to show data from a subform.
Limitations:

Support for changing the display name, order, and date format for the output value is available in these releases: