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Workflow Action: Send Document
New kind of action for workflow rule which allows you to generate a document from template and send it by email in one shot.
ID
595
Category
TeamDesk
Author

Slava Shinderov  Staff 
Date Created
2/14/2013 1:37:08 PM
Date Updated
1/21/2014 8:43:26 AM
Status
Implemented
Score
140
Promoted By
Desmond Beatty (Conc)Rebecca SellBenjamin Hjort
Rick CogleyStan GroshevGii Systems
anjuim moiedSam Parishmartin oliver
Ben Fatchengerardo garciabasenine
Simon PetralliSlava Shinderov  Staff 
Comments
gerardo garcia 2/14/2013 3:31:20 PM
It would also be grate to have another kind of action for workflow to send a file attachment field by email. Thanks.
basenine 2/14/2013 3:41:12 PM
Yes…Yes…Yes!
Whilst it's at it, it'll be able to let you know if it's been
1: Sent
2: Date Sent
3: Sent by whom
Which if it can do that, then surely we can have a similar workflow rule that generates the document but doesn't send it, giving us the same results as 1,2 and 3.Which can be merged with idea Ability to know when a document has been printed.
Sam Parish 2/23/2013 1:19:56 PM
YES! NEED to send docx attachments via email! Please promote! Good Idea, could use it now.
basenine 4/26/2013 3:59:36 AM
Hello all,

Any news on this fantastic idea?

Kind regards - Brett
basenine 6/7/2013 10:01:14 AM
Great. Go team!
Rick Cogley 6/9/2013 6:53:24 PM
This would definitely be usable.
Slava Shinderov  Staff  6/11/2013 3:22:47 AM
We've extended "E-mail Alert" workflow action with "Attach Document" property, which allows automatic sending of generated document by email.
Rick Cogley 6/11/2013 3:33:36 AM
Fantastic, thank you!
basenine 6/11/2013 3:36:30 AM
Awesome - can't wait to use it.

thanks all for the hard graft!
basenine 6/11/2013 5:33:03 PM
@Slava/Kirill,

I just tried this and the Document is generated without any information other than the Column Id. i.e. no other MERGEFIELDS were populated.

If I open with Quick View, there is only one more MERGEFIELD that is being populated.

Have I done something wrong?
Cheers
basenine 6/11/2013 5:36:40 PM
An update - all the information is in there…it's just not viewable. I just compressed the .docx file and then uncompressed it and the uncompressed file worked as it should.
basenine 6/11/2013 5:41:07 PM
Another update - ignore the last post…zipping it and unzipping it didn't work.
Rick Cogley 6/11/2013 5:41:27 PM
I tried it too, but it is working fine for me, without needing manipulations. For reference I'm using Word v14.3.1 on Mac OS X 10.8.4, now, and I created this doc I'm merging to maybe last year, on a slightly older OS and Word version.
basenine 6/11/2013 5:47:29 PM
Thanks @Rick,

Just updating Word for mac now to 14.3.5.
Running OSX 10.8.4 too
Loved the new Mac Pro they showed at WWDC BTW
Rick Cogley 6/11/2013 5:50:35 PM
Yes, it looks like a mini cray supercomputer or "hal" from 2001 a space odyssey.
basenine 6/11/2013 5:53:21 PM
I wonder if its because I deleted the Body of the email and simply put in:
Dear %Recipient%
Attached is your Invoice.
Kind regards from the team @ [Company Name]

I'll put %RecordData% back in and see what transpires
basenine 6/11/2013 5:56:33 PM
Yep - that was it…need to keep %RecordData% in the body of the email….

Don't you hate that when you're developing something and it works in all the testing - but then there's always someone that will try and so it a little differently!!
basenine 6/11/2013 6:10:55 PM
**so it a little differently!!**

should be

DO it a little differently
Slava Shinderov  Staff  6/12/2013 4:29:39 AM
@All we've addressed the problem, should work regardless of %RecordData% presence in email body.
basenine 6/12/2013 4:31:15 AM
Thanks Slava - I'll try it out.
basenine 6/13/2013 3:13:17 AM
I can confirm that %RecData% is no longer required.

I can also confirm that bulk emails with docs attached are now possible with the button/workflow rule...
Great work
Rick Cogley 6/19/2013 4:23:59 AM
I can think of cases where, we'd need actually multiple different documents from the same record (different docs which are different views of the data, and required by the government for some reason). Is that possible, at some point?
basenine 10/29/2013 8:19:56 PM
+1 for Ricks post above.... I have a requirement to attach multiple records (docs) to one email. Would that likely be possible?
martin oliver 10/30/2013 7:25:26 AM
This makes sense and would simplify setup where there are multiple document templates in one table
basenine 10/30/2013 3:29:11 PM
My requirement is slightly different to Rick's. I need the one document but need to be able to select multiple records to attach to the email. Say you have a list of invoices for a customer... One email with this list would be beneficial.
Rebecca Sell 1/21/2014 8:43:26 AM
If the document can be emailed via workflow, cannot it not also be printed instead?
This would solve my problem whereby I want the system to simultaneously print an invoice and update an 'invoice printed' field to stop further amendment.
I don't mind what happens first, the print or the field update.
With workflow, the field update could trigger the print ......

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