Workflow > Send Email Action – JCurve Solutions

Overview

Use the Send Email action to send an email when the action executes. When you create a Send Email action, you specify the sender and the recipient, the content of the email as custom text or as a template, and any additional information to attach to the email. If the recipient is also a NetSuite customer, you can include a link to the current record in the workflow.

You can also schedule a Send Email action. You can use the Scheduled trigger and then specify a delay for the email to be sent on the action definition. You can also schedule a Send Email action by scheduling a transition into a state that contains a Send Email action.

The following table describes the additional features of the Send Email action that you can use to customize the email:

Feature

Description

Use internal NetSuite IDs

Use NetSuite internal IDs to dynamically generate field values.

Include attachments

Add NetSuite-supported file types as an attachment.

Include statements

Include statements for workflows based on the Customer, Lead, and Prospect record types.

Include transactions

For workflows based on a Transaction record type, include a record in the body of the email or as an attachment.

Send Email Action Triggers

The triggers used with the Send Email action determines when the email is sent. The following table describes the valid triggers for a Send Email action:

Trigger

Description

Entry

Executes the first time a record enters a state.

Exit

Executes the first time a record exits a state in a workflow.

After Record Submit

Executes after NetSuite saves the record to the database.

Scheduled

Executes on a schedule.

Important

If a Send Email action uses an Entry, it may not execute, depending on the trigger on which the record entered the state in the workflow.

Send Email Action Properties

The following screenshot shows Parameters section of the Send Email action properties for a workflow based on a Customer record. The options available in the Attachment section differ depending on the type of record.

The following table describes the Send Email action properties by section type:

Section

Property

Description

Sender

Specific Sender

Use the email address associated with a specific NetSuite account and the sender.

From Field

Set the following properties:

Record. Select Current Record or another joined record type that contains the field with the associated email address to use as the sender.
Field. Use the email address associated with this field. It can be a field that references an email address or a field that references another record.

Recipient

Send To Current Record

Send to the email address associated with the current record in the workflow.

Specific Recipient

Use the email address associated with a specific NetSuite account as the recipient.

Free Form Address

Email address or addresses to use. Separate multiple address with a comma, with no spaces in between.

From Field

Set the following properties:

Record. Select Current Record or another joined record type that contains the field with the associated email address to use as the recipient.
Field. Use the email address associated with this field. It can be a field that references an email address or a field that references another record.

Email address or addresses to use as a Cc. Separate multiple address with a comma, with no spaces in between. Field is limited to 1000 characters.

You can also reference internal NetSuite IDs.

Bcc

Email address or addresses to use as a Bcc. Separate multiple address with a comma, with no spaces in between. Field is limited to 1000 characters.

You can also reference internal NetSuite IDs.

Content

Use Template

Select an email template to use for the email content. You must have the Mail Merge feature enabled to use email templates.

Note: You can use CRMSDK tags in the email template, but not internal NetSuite IDs.

Custom

Select this option and manually enter the content in the Subject and Body fields.

You can also use internal NetSuite IDs.

Include View Record Link

Include a link to the current workflow record in NetSuite at the end of the email.

A link appears in the email with the text View Record. The recipient can click the link and log in to NetSuite to view the record.

Attachment

File

Select this option and browse for the NetSuite-supported files from the File Cabinet.

From Field

Select a Record (Join Field) and a Field that references a Document field.

Include Statement

Include a statement for workflows based on Customer, Lead, or Prospect record types.

Type