This topic will walk through how to configure custom emails in Workflow Designer.
Custom Emails are available under 1) Create, 2) Review and 3) Sign tabs. Each email will send after the corresponding steps of your workflow. Each email and corresponding time it will be sent are highlighted below:
- Create Tab Custom Emails will send right after both the Launch Form and Counterparty Form (if configured) are submitted.
- Review Tab Custom Emails will send right after the final approval is collected.
- Sign Tab Custom Email will send after all signatures have been collected.
Under the Create, Review, or Sign tab of your Workflow Designer template, click on +Create Custom Email to set up this custom email.
Once the email has been added, you will see the first email in its editing view:
Each section will have a different default subject line. For Create, the subject line will read “Workflow Launched: Record Type with Counterparty Name” with the Draft Document as an attachment. For Review, the subject line will read “Workflow Approved: Record Type with Counterparty Name” with the Draft Document as an attachment. And for Sign, it will read “Completed contract: Record Type with Counterparty Name” with the Completed Contract (PDF) attached.
If you wish to remove any default documents, click the X button next to the attachment. To add the attached document back, click the paper clip icon.
At least 1 “To” recipient is required for each email. “To” recipients can be configured as any email address, company user or group, and email fields set up in forms.
Note:If any recipient fields ("to" or "cc") include groups, only the default user of each group will receive the custom email.
Email form field types can be added as recipients, as well as existing groups and users on Ironclad.
In this example, I created an “Account Executive Tracking Email” field in the Form Builder and added this field in the “To” field.
Additionally, you may add any non-users to receive this completion email by typing an individual email address:
Verified emails will be saved in blue, while unverified or incomplete addresses will be grey.
You can choose to add a message body here and include template fields within the text. For example, I have included the ‘Record Type’ and the ‘Counterparty Name’ tags within the body. You can copy these field types from the Subject line which will appear with brackets when you are within the body section of the email. Once you click out of the text area, these will appear as recognizable tags.
If there are other fields you would like to add, you can do so by copying the field’s code from the attribute panel.
Available at the bottom of the body text field or utilize shortcuts to utilize the rich text formatting. Bold, Italicize or Underline text, as well as use numbered lists or bullet points.
Note: Table properties, Yes/No form field types, File Upload fields, and Related Record fields cannot be copied into the email body or subject line.
If you want to add a link to your custom email that would send an internal user directly to the associated workflow, in the To field, select the user you want to email. Click the link icon and then click Insert workflow URL. Click Save. The workflow's URL is automatically populated.
Click the 3 dots next to the field you want to copy into the Body or the Subject line:
You can then paste the field and it will automatically fill in this information based on the inputs from the Form Builder. Once you have completed the email, click Done at the top-right corner!
Here is an example of the contract completion email and how the final PDF is attached.