E-Mail Tab

This tab contains options for Laserfiche Routing activities. It enables you to configure an e-mail that will be sent to one or more people. You can configure this tab to send additional e-mail notifications depending on how long it takes for this activity's wait condition to be satisfied.

Example: After routing an entry to a specific person, you can schedule e-mails to be sent to that person based on how long they take to complete the task.

Note: All settings in this tab are optional. If you do not configure this tab, no e-mails are sent as part of this routing activity.

To open the E-Mail tab

1. Add a Laserfiche Routing activity to your Workflow Definition by dragging it from the Toolbox Pane and dropping it in the Designer Pane.
2. Select the activity in the Designer Pane.
3. Under Routing Options in the Properties Pane, click the e-mail icon to open the Email tab of the Routing Activity Options dialog box.

To configure an e-mail

1. Click Add to configure a new e-mail, and an e-mail configuration dialog box appears.

1. Specify the e-mail's recipient(s) by manually entering e-mail addresses or by clicking the Token button (right arrow) to use tokens. Alternatively, click To, CC, and/or BCC. Clicking any of these buttons opens the Find User dialog box which allows you to search for a user.
2. Optional: Configure settings, attachments, and tokens for your e-mail with the following options.
• Click the high priority or low priority buttons to give your e-mail a priority level.
• Click Tokens to open the Tokens dialog box. In the Tokens dialog box, select and/or configure tokens to be added to the body of the e-mail. Click OK.
• Click Add Attachment to select an attachment with the New Attachment dialog box.
• Click Advanced to open and configure the Advanced Email Settings.
3. Click OK.

To change or remove e-mails

1. Select an e-mail from the list next to the Add and Remove buttons.
• Rename the selected e-mail by typing a name in the Name text box.
• Click Configure Email to modify your e-mail in the e-mail configuration dialog box.

• Click Remove to delete a configured e-mail.

To send escalating e-mail notifications

Note: If you choose to send escalation e-mail notifications, no e-mail is sent initially when the activity runs. The first e-mail is sent based on the Starting after or Starting on time and subsequent e-mails are sent based on the Before sending the next e-mail, wait time.

1. Select an e-mail from the list next to the Add and Remove buttons.
2. Select Resend the e-mail up to __ times and type in a number or use the scroll box (up-and-down arrows) to specify the maximum number of times the e-mail will be sent. Alternatively, click the Token button (right arrow) to use tokens. Show me what this looks like.



Note: The e-mail is sent according to the configured schedule until the routing activity's wait condition is met. Once the wait condition is met, no further e-mails are sent.

3. Specify when the first e-mail will be sent by selecting either
• Starting after: Select this option to wait a specific amount of time before sending the first e-mail. Type in a number, click the Token button (right arrow) to use tokens, or use the scroll box (up-and-down arrows) to specify a length of time. Select Minute(s), Hour(s), or Day(s) from the drop-down menu to specify a unit of time. Check Exclude weekends and holidays to only include business days in the time calculations.
• Starting on: Type in a date or click the Token button (right arrow) to use tokens to specify the date the first e-mail will be sent.
4. Under Before sending the next e-mail, wait, specify the amount of time between when the first e-mail is sent and subsequent e-mails are sent by typing in a number or using the scroll box (up-and-down arrows) . Alternatively, click the Token button (right arrow) to use tokens. Select Minute(s), Hour(s), or Day(s) from the drop-down menu to specify a unit of time. Check Exclude weekends and holidays to only include weekdays in the time calculations.

Note: See the Holidays node in the Workflow Administration Console to define holiday settings.