{"id":24061,"date":"2024-02-15T14:53:34","date_gmt":"2024-02-15T22:53:34","guid":{"rendered":"https:\/\/docs.extraview.com\/v25\/book\/mail-1\/"},"modified":"2025-02-13T13:06:17","modified_gmt":"2025-02-13T21:06:17","slug":"mail-1","status":"publish","type":"page","link":"https:\/\/docs.extraview.com\/v25\/extraview-25\/administration-guide-1\/site-configuration-menu-1\/business-rules-1\/language-description-1\/actions-1\/mail-1\/","title":{"rendered":"MAIL"},"content":{"rendered":"<p><code>{MAIL: 'template_name\u2019 [user_list | [FROM:user_list] [AS_ROLE:role_name]<br \/>\n\t&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; [REPLY_TO:user_list] | [CC:user_list] |<br \/>\n\t<span style=\"display: inline !important; float: none; background-color: rgb(255, 255, 255); color: rgb(170, 0, 0); font-family: courier,monospace; font-size: 12px; font-style: normal; font-variant: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-align: left; text-decoration: none; text-indent: 0px; text-transform: none; -webkit-text-stroke-width: 0px; white-space: normal; word-spacing: 0px;\">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; [BCC:user_list] | <\/span>[SEND_ONE_EMAIL] | [INCLUDE:ATTACHMENTS]] }<\/code><\/p>\n<p>The MAIL action provides the capability to email one or more users.&nbsp; The body of the email is defined within an email template designed by the administrator.<\/p>\n<ul>\n<li>\n\t\tYou may use a space character or a comma as the delimiter between parameters<\/li>\n<li>\n\t\t<code>user_list<\/code> is a structure that defines a combination of USER ID&#8217;s, Roles and email addresses.&nbsp; The syntax for a <code>user_list<\/code> is:<\/p>\n<p>\t\t<code>&nbsp;&nbsp;&nbsp; [field_name | [ROLE:]role | USER:user_id | email_address ]*<\/code><\/p>\n<ul>\n<li>\n\t\t\t\tThe <code>*<\/code> indicates that you may repeat these parameters<\/li>\n<li>\n\t\t\t\tThe <code>field_name<\/code> is either a text field containing a user ID or email address or is a user field<\/li>\n<li>\n\t\t\t\tThe <code>field_name<\/code> contains one or more values which are USER ID&#8217;s to be processed within the action.&nbsp; Only valid USER ID&#8217;s stored within ExtraView are processed and if the installation uses an external directory such as LDAP, no check on the validity of the USER ID&#8217;s are made<\/li>\n<li>\n\t\t\t\tThe <code>field_name<\/code> may alternatively or additionally contain one or email addresses to which the notification is sent<\/li>\n<li>\n\t\t\t\tThe optional <code>ROLE:role<\/code> parameter generates the notification to all active users who may assume the <code>role<\/code><\/li>\n<li>\n\t\t\t\tThe optional <code>USER:user_id<\/code> parameter generates the email notification to a valid USER ID<\/li>\n<li>\n\t\t\t\tThe optional <code>email_address<\/code> parameter generates the email notification to the email address<\/li>\n<\/ul>\n<\/li>\n<li>\n\t\t<span class=\"fixedWidthFont\">template_name<\/span>&nbsp;is the name of a predefined email template to be used as the body of the email<\/li>\n<li>\n\t\tThe optional <code>FROM:user_list<\/code> parameter is used to provide an alternative user&#8217;s primary email address as the sender of the mail.&nbsp; The default email address that is used as the sender is the value within the behavior setting named <code>EMAIL_FROM_USER_ID<\/code>.&nbsp; The <code>user <\/code>may be either the name of a user, or their user ID<\/li>\n<li>\n\t\tThe optional <code>[AS_ROLE:role_name]<\/code> allows for the setting of a specific role, and thereby its permissions, to be used to generate the outgoing email<\/li>\n<li>\n\t\tThe optional <code>REPLY_TO:user_list<\/code> parameter is used to provide an alternative email address as the Reply To address of the mail.&nbsp; The default REPLY TO email address that is used as the sender is the value within the behavior setting named <code>EMAIL_FROM_USER_ID<\/code><\/li>\n<li>\n\t\tThe optional <code>CC:<\/code> parameter and associated list of users or email addresses are sent via the email CC line. If you want to include a list of user contained in the CC Email box on the screen that triggered the rule, use the field name NOTIFICATION_CC_EMAIL_USERS for the list<\/li>\n<li style=\"list-style-image: url(&amp;quot;\/misc\/menu-collapsed.png&amp;quot;); list-style-position: outside; list-style-type: disc; padding-bottom: 3px; padding-left: 0px; padding-right: 0px; padding-top: 0px;\">\n\t\tThe optional <code style=\"color: rgb(170, 0, 0); font-family: courier,monospace;\">BCC:<\/code> parameter and associated list of users or email addresses are sent via the email BCC line<\/li>\n<li>\n\t\tThe optional <code>SEND_ONE_EMAIL<\/code> parameter is used, a single email is generated and sent to all recipients, irrespective of their role and permissions.&nbsp; If this is not entered then a single email is generated and sent to each recipient, and that user&#8217;s role and permissions are used for each email<\/li>\n<li>\n\t\tThe optional&nbsp; <code>INCLUDE:ATTACHMENTS <\/code>parameter&nbsp;is used to add any selected attachments (via the <strong>Select?<\/strong>\u200b check boxes displayed by each attachment) into the outgoing email so that they will be delivered along with the email.<\/li>\n<\/ul>\n<p>It is not valid to use this action within the <span class=\"fixedWidthFont\">mail<\/span> directive. It is most typically used within the <span class=\"fixedWidthFont\">preupdate<\/span> or <span class=\"fixedWidthFont\">postupdate<\/span> directives.<\/p>\n<p>Both HTML and text-based email templates may be sent with this action. This is controlled by the format of the template itself, and a simple naming convention for the template. The processing for this action requires either the template_name or the template_title to follow the <span class=\"fixedWidthFont\">MAIL:<\/span> action. If this name or title has a suffix of <span class=\"fixedWidthFont\">.txt<\/span>, then any email generated to a user whose personal email format is full, brief or very brief text will be generated in text. All other mails will be generated as HTML. This implies that if you want email templates where some users will receive HTML mail and others will receive text, you should create two templates. For example, you might have one template named <b>Customer_Response_Template<\/b> with the HTML and another named <b>Customer_Response_Template.txt<\/b> with the text.<\/p>\n<p>When creating text-based email templates, make sure that you use the WYSIWYG (what-you-see-is-what-you-get) mode of the email template utility and be sure that the template does not contain any HTML tags.<\/p>\n<p>In the email rule action, use the HTML template name or title, but without the <span class=\"fixedWidthFont\">.txt<\/span> suffix.<\/p>\n<p>If a text template does not exist, all users will receive the HTML template as a result of the action. If a text template exists, users with text email format preferences will receive the text email template. If an HTML template does not exist and a text template does exist, then all users will receive the text template.<\/p>\n<h3>\n\tExamples<\/h3>\n<ol>\n<li>\n\t\t<code>{MAIL: 'Sales Response Template', BSMITH, GLONG }<\/code><\/p>\n<p>\t\tThis emails the <code>Sales Response Template<\/code> to the users <code>BSMITH<\/code> and <code>GLONG<\/code><br \/>\n\t\t&nbsp;<\/li>\n<li>\n\t\t<code>{MAIL: 'Contact Form', CONTACT_FIELD }<\/code><\/p>\n<p>\t\tThis example sends the template named <code>Contact Form<\/code> to the user whose email address appears within the <code>CONTACT_FIELD<\/code> on the form<br \/>\n\t\t&nbsp;<\/li>\n<li>\n\t\t<code>{MAIL: 'Claim Form', USER_FIELD, FROM:ASSIGNED_TO, REPLY_TO:ASSIGNED_TO, INCLUDE:ATTACHMENTS }<\/code><\/p>\n<p>\t\tThis emails the <code>Claim Form<\/code> template to the user who is selected in <code>USER_FIELD<\/code>, with the mail from address being set as the value of the <code>ASSIGNED_TO<\/code> field, the reply to address being set as the value of the <code>ASSIGNED_TO<\/code> field and including the attachments to the issue<\/li>\n<\/ol>\n","protected":false},"excerpt":{"rendered":"<p>{MAIL: &#8216;template_name\u2019 [user_list | [FROM:user_list] [AS_ROLE:role_name] &nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; [REPLY_TO:user_list] | [CC:user_list] | &nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; [BCC:user_list] | [SEND_ONE_EMAIL] | [INCLUDE:ATTACHMENTS]] } The MAIL action provides the capability to email one or more users.&nbsp; The body of the email is defined within an email template designed by the administrator. You may use a space character or a comma as&#8230;<\/p>\n","protected":false},"author":1,"featured_media":0,"parent":24052,"menu_order":11,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"_lmt_disableupdate":"no","_lmt_disable":"","_kad_blocks_custom_css":"","_kad_blocks_head_custom_js":"","_kad_blocks_body_custom_js":"","_kad_blocks_footer_custom_js":"","_kad_post_transparent":"","_kad_post_title":"","_kad_post_layout":"","_kad_post_sidebar_id":"","_kad_post_content_style":"","_kad_post_vertical_padding":"","_kad_post_feature":"","_kad_post_feature_position":"","_kad_post_header":false,"_kad_post_footer":false,"footnotes":""},"class_list":["post-24061","page","type-page","status-publish","hentry"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v25.1 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>MAIL - Product Documentation<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/docs.extraview.com\/v25\/extraview-25\/administration-guide-1\/site-configuration-menu-1\/business-rules-1\/language-description-1\/actions-1\/mail-1\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"MAIL - Product Documentation\" \/>\n<meta property=\"og:description\" content=\"{MAIL: &#039;template_name\u2019 [user_list | [FROM:user_list] [AS_ROLE:role_name] &nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; [REPLY_TO:user_list] | [CC:user_list] | &nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; [BCC:user_list] | [SEND_ONE_EMAIL] | [INCLUDE:ATTACHMENTS]] } The MAIL action provides the capability to email one or more users.&nbsp; The body of the email is defined within an email template designed by the administrator. 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