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Form Information From Multiple Forms Contained in 1 Email

Sherry_Roark
Star Contributor
Star Contributor

Does anyone know if you can put information from multiple forms into one email?

1 ACCEPTED ANSWER

Eric_Beavers
Employee
Employee

The most common approach I have seen is to leverage workflow to build out a Workflow Property with all the combined contents.

The rules and actions that make this possible include, but are not limited to:

  • Action: Set Property Value = lets you copy keyword values to WF Properties
  • Action: Set Property to Expression = allows common script functions such as Mid(), Left(), and CStr(); In this business case it is where you would combine your properties and formatting before emailing
  • Action: Set Property To/From Unity Form Field = if you are using uforms, this is how you get nonkeyword fields to store in a property
  • Rule: Related Item Exists = allows you to find related documents, forms, and workview objects in the system; (Use Related Item for Tasks setting is super helpful here)
  • Action: Send Notification = allows you to send an email from workflow; include %V<workflowpropertynameshouldbetypedhere> to send your combined data


A psuedo set of logic would probably follow the order of:

  1. driving form (application?) enters lifecycle
  2. Rule checks for related form 1 (repeat for each related form) - True = continue; False = break processing and wait for n time periods
  3. All Forms found
  4. Related Item exist (use for tasks=checked)?
  5. True = Set property to values of keyword and non keyword fields - REPEAT for each document
  6. Last Doc? True = Send Email with combined property


View answer in original post

6 REPLIES 6

Testing with an Ad Hoc Task is much better!!

The related document logic relies on the Rule: Related Item Exists. There is a checkbox on this rule called Use Related Items for Tasks. Whenever something is found, the true branch will execute on the related item instead of the document in workflow. This is where you can use your property expression. As a bonus, if your related item search returns more than one document each related item will execute the true branch sequentially.

One of the common examples we use in Training (get the sum of all checks that match an invoice):

Warning: when using logic like this make sure to CLEAR properties or you risk creating an infinite loop.