Has anyone found the best way to send multiple ema...
# suiteflowa
Andrew Altringer
12/14/2023, 4:56 PMHas anyone found the best way to send multiple email addresses for Invoices sourced from the Customer record? I have created a Free Form text field on the Customer record that has Store Value = True and is being sourced to a custom Transaction Body field on the Invoice record. I am trying to use the Free-Form text field to allow multiple email addresses that can be added by using the same field rather than the Email Address field that is limited to 1 email address.
I am testing this in a SB environment and emailing myself with 2 different email addresses. It is very odd because the WF will sometimes recognize the Free-Form text field when using the Send Email action and sometimes it will not. I have been asked to design this along with automating the Email Statements with the Visual Builder with formulas and have 3 different states. Each state should generate a different email template when using the formulas. Unfortunately, I cannot see the Free-Form text field in the 2nd state again. I also tried adding another Action to the same state and couldn't see it either. Any advice would be greatly appreciated. This should not be this difficult!!! Thanks!
@MGBC - You seem to be the WF Wizard if you have any advice here it would be much appreciated.
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Dylan Fields
12/14/2023, 5:31 PMI have something like this working. It's on a vendor payment from the vendor record. The Send Email action has this for sender/recipients:
Dylan Fields
12/14/2023, 5:32 PMThe CC field is a a text area field on the vendor record, with comma-separated email addresses (no spaces) for multiple emails.
Dylan Fields
12/14/2023, 5:32 PMNo need to store the field on the transaction.
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Andrew Altringer
12/14/2023, 5:33 PMHow can they see who they are emailing before they send an email without storing it on the TRX?
Andrew Altringer
12/14/2023, 5:34 PMDo you have the custom free text field set to Store Value = True or False?
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Dylan Fields
12/14/2023, 5:34 PMDylan Fields
12/14/2023, 5:36 PMThey can see by viewing the field on the entity record, though I don't think in our case they are looking on a case-by-case basis. We set up the vendor and gather all of the emails that they might want payment remittances sent to, and then when those payments are made, the emails are sent automatically to all emails in that field per this WF.
Dylan Fields
12/14/2023, 5:40 PMThe difference that we might be having is the trigger: this WF's sole purpose is to send emails. I'm using a SS to determine which bill payments enter the WF (based on payments made the prior day), and then all emails are sent at once.
In other words, they aren't triggered by any action taken on the payment (or invoice in your case) record.
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Andrew Altringer
12/14/2023, 5:59 PMThanks for the info I really appreciate it. Here is a link to my Dropbox for a better view of what I am trying to do. If you don't mind taking a quick look and if there is something you see I am doing wrong call it out. Thanks again!
https://www.dropbox.com/scl/fi/zqchff1bslgfkfn859zcy/Workflow-Send-Email-Issues-Usin[…]-On-Customer-Record.docx?rlkey=o545269reejv7fmcaru36g9s7&dl=0
Andrew Altringer
12/14/2023, 6:00 PMAlso, I tested the 2nd state with the Condition formula and it worked correctly. The 3rd state I cannot even pull up the field from the Customer record
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MGBC
12/14/2023, 6:10 PMHi Andrew. When using the drop down select fields in the workflow parameters you can only select email type fields. Since your field is a free text field it doesn’t show in the list
You can use the field id in the cc or bcc fields and it can email multiple emails from a free text field but that is only in bcc and cc of the email
MGBC
12/14/2023, 6:12 PMThere are multiple ways to tackle this. But it depends on your business needs. The big questions are
1. Do you want to store multiple emails on the customer records or do you want users to type in the correct emails on each transaction
2. Do you have a single default email and then can add multiple other emails in CC?
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Dylan Fields
12/14/2023, 6:13 PMGreat point, @MGBC. Yeah, that was the essence of my workaround; had to use CC/BCC fields due to field type.
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MGBC
12/14/2023, 6:14 PMUsually what I do is setup a primary email address that is field type Email and put 1 address their to use as the primary recipient. Then create a secondary email addresses field that is free text where you can put all other emails in
Then source those fields onto matching fields on the transaction
Then use those transaction fields in the workflow action
MGBC
12/14/2023, 6:16 PM(As a side note you can’t use a joined field ID in the CC line). Like {customer.cust_email} won’t work in CC so that is why you need to source it to the transaction
MGBC
12/14/2023, 6:17 PMLastly here’s an idea I use frequently to manage multiple emails but it’s a little more involved. Might be worth a shot if you like to use contact records
https://www.mavencloud.tech/blogs/post/send-emails-to-dynamic-recipient-lists
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Andrew Altringer
12/14/2023, 6:29 PM@MGBC - Thank you! The CC line info is great! I agree with you 100% on using the Contact record. That design rocks btw
Andrew Altringer
12/14/2023, 7:45 PM@MGBC @Dylan Fields - Thanks both of you that was very helpful.
What would be the best way to incorporate email template logic in the WF? There are actually 3 different formula expressions but I listed 2 below. I was able to get #1 to work correctly and send using the correct email template. My question is would you create a new State for each formula or would you keep them in the same state and use 3 Actions = Send Email with the Condition: Visual Builder?
1. Ex. Customer: Payment Terms = Pre-Pay THEN SEND using Email Template: Pre-Pay
2. Ex. Customer: Category = Defense THEN SEND using Email Template: Defense
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MGBC
12/14/2023, 7:46 PMI would add 3 Send Email actions in 1 state and put the criteria you mentioned in each email action
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Andrew Altringer
12/14/2023, 7:46 PMPerfect! I will go with that route for sure! Thanks!
Andrew Altringer
12/14/2023, 8:57 PMSorry for all the ?s but any idea why I would be getting this error?
Andrew Altringer
12/14/2023, 8:59 PMHere is what I have setup for the email addresses and WF
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MGBC
12/14/2023, 9:00 PMyour CC email need to be using a transaction body field
MGBC
12/14/2023, 9:00 PMit looks like you are referencing a custentity field which would be from the customer record
MGBC
12/14/2023, 9:01 PMneed to make a custom transaction body field so it would start with "custbody"
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Dylan Fields
12/14/2023, 9:24 PMNot so sure about that, Maven. See my snip above. The workflow is on the payment but the emails are coming directly from the vendor record. Only difference I'm seeing is that I've got { } around the field.
Dylan Fields
12/14/2023, 9:25 PM{vendor.custentity_jpmc_ven_payment_emails}
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MGBC
12/14/2023, 9:25 PMhmm intersting. i've never gotten that to work
MGBC
12/14/2023, 9:26 PManytime i've tried to do a joined field in that it always gives an error
MGBC
12/14/2023, 9:26 PMbut if you've gotten it to work...thats awesome.
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MGBC
12/14/2023, 9:27 PMfor Andrew you would need to update your field reference to something like {entity.custentity_acctemailaddress} or {customer.custentity_acctemailaddress}
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Israel Gonzalez
12/14/2023, 9:58 PMsorry to hijack the thread but feel like it's close to something i was going to start working on.
@MGBC
I looked over the more involved solution of basing it off the contact record which i like the flexibility with. We have invoices that are sent from workflow which I could easily update to add this. But you got any suggestions for Invoices that are email via the native to be emailed field? And lastly, any suggestion for the customer statement
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MGBC
12/14/2023, 10:04 PM@Israel Gonzalez no problem happy to help. For the invoices emailed via native to be emailed I would actually hide those fields on the transaction so users cannot use them then add a button or a replacement ccustom checkbox that your WF can use to send the email via workflow. This way you have more control
If you make a customer based workflow you can include a statement in the send email action but only if the record type of the workflow is customer
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Israel Gonzalez
12/14/2023, 10:15 PMThanks!
Hadn't thought about that but yeah I think that's the route ill go with for the Invoices. And thanks for the info on the customer based workflow I didn't know that was an option. Currently we email through the print statement page which is manual and limited in functionality.
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Andrew Altringer
12/15/2023, 12:06 AM@MGBC @Dylan Fields - Just wanted to let you guys know that in the CC email field I kept getting the error when using the entity field but when I switched to a TB field it went through right away. Just weird....
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MGBC
12/22/2023, 2:53 AMI think @Dylan Fields has some secret magic in his account he’s not sharing with us 😜 Lol
But anyway @Andrew Altringer what you described has been my experience as well. I feel like it used to work at one point because I feel like I’ve gotten it to work like Dylan showed in the past and now something changed and a joined field stopped working but I can’t prove it.
Maybe Dylan’s workflow is older and it’s “grandfathered” somehow? Anyway glad it seems to be figured out now. Have a great Christmas everyone!
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Andrew Altringer
12/22/2023, 2:55 AM@MGBC - I have been meaning to ask you a question related to your Contacts solution which I am a huge fan of. Would there be any issues with using the native "Category" field on the Contact record and creating an Email Group list of values? Instead of creating a custom list with the values?
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MGBC
12/22/2023, 3:00 AMYes that would work. You could also use the native Role list as well, which I’ve done before. Any list that you can use as a filter is fine
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Andrew Altringer
12/22/2023, 5:02 PM@MGBC - Thanks for all of your super helpful insight. It is much appreciated! Merry Christmas!
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MGBC
12/22/2023, 6:04 PMNo problem...always happy to help. Merry Christmas!
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