In this article, we'll review the process of associating an email template with a step in an Actionstep workflow.
First, we need to get to the page in Actionstep where you can set what happens on a step change.
Go to Admin > Matter Types > (Open one of the types > Workflow > (Select a step from the list of steps on the right side of the screen).
From the "Step Actions" settings of the "Edit workflow step" screen, make sure the "Email" setting is turned on. This will cause an "Emails" section to appear.
Select "Create New email"
Creating your Automatic Email
From here you will have the option to use an existing email template associated with your matter type (for more information on how to do this see our article on Creating Email Templates in Practice Pro)
This is who the email will appear to be 'From'. If the From party is a system user, the email may be sent from their personal mailbox if that setting is chosen in Admin > Email > Outbound Email (see Defining the Address to Send the Email section of this guide). If the From party is not a system user, the email will appear to be from that party but will not be sent from their email address.
|This is the recipient of the email.|
When enabled, the user changing step does have the option to unselect the email. This means that if the step is moved the email is sent.
|Use a template||
Allows users to choose from existing email templates associated with the matter type rather than creating a new template.
This is the subject of the email, note that you can use merge fields here to create a dynamic subject.
This is the body of the email, note that you can use merge fields here to create dynamic content. Also, note that the email may contain a disclaimer or email signature depending on your email setup.
Defining the Address to Send the Email
Automatic emails can be sent from either Personal or System mailboxes. This is determined by the system setting located Admin > Email > Outbound email.
When Send via User mailboxes is selected, the sending mailbox is determined by the following scenarios:
- If the 'From' part for the automatic email is a system user, Actionstep will use that user's default personal mailbox to send the email.
- If the 'From' participant is not a system user, Actionstep will use the default personal mailbox of the user changing the step.
When Send via the System mailbox is selected, the email will be sent from the default system mailbox.