This topic describes the email actions that Salesforce provides.
Send Email Using Template and Send Free-Form Email
The Send Email Using Template and Send Free-Form Email actions are very similar as they both send email. The difference between them is that a template contains the subject and body of the email while the free form requires you to add them.
•When using a template, you will need to specify either the object to take information from or the email address, but not both. If neither is specified, the email is sent to the address within the current object.
•If there is no template, you will need to add a subject and the email's body. Specify either the object or the email address, but not both. If neither is specified, the email is sent the current person.
Note: Unlike other steps, email steps cannot be rolled back either by selecting a step in the History or by you backing up to it. This is because the email is already sent. Also, if you do step back to this step or one executed prior to it, the email will again be sent.
Using Send Free-Form Email is often better than Send Email Using Template even when there's a template that meets your needs because using a template doesn't give your users any flexibility. However, there's a way to use a template and allow users to modify things. Do this by using the Send Free-Form Email Service Call step, and setting the source of email's body to Screen. Next, double click on the body's input field and then insert the email template so that it is the default value of the field. This default value can include fields of any object that is available from the guide. Your users will see the template shown in an HTML editor inside the step with its data inserted for field values used by the template.
You can add attachments to an email. While all attachments are files, Salesforce differentiates attachments by where they exist and how they are used:
•Attachment Attachment: The files named in Salesforce attachment lists. These lists appear in the detail pages of some objects. These attachments can include feed attachments.
•Content Attachments: Shared and published corporate files. These files are typically shared with co-workers or sent to customers. For example, they could be Google Docs.
•Document Attachments: Web resources that others from your site have placed on the Web. Some of the kinds of information that are contained within documents attachments are logos, graphics, and template files.
•File Attachments: Files that you upload. While these are initially private files, they can be shared with co-workers.
Email iCal for Event Action
This action sends a calendar invitation by email (in iCalendar format) for the meeting created as a Salesforce Event. The dates and times are the same as the dates and times of the event. The email recipients who can log in to your Salesforce site receive an iCalendar file that contains a link to the Event within Salesforce. The Salesforce user to which the event is assigned receives a link that when clicked starts the guide for the event.
The Email iCal for Event Service Call step uses up to six fields. The first four are required. The final two are optional. The following figure shows these fields on a step's Input tab.
These fields are:
•Event: The object ID that is a reference to an event. Process Designer will provide this ID. In this figure, the ID is that of the current Activity ID. You can, of course, select another field; for example, you can also select the ID for other events.
You can also use a query to select the event.
•Send to assigned user: If checked, the email is sent to the email address stored within Salesforce for the user to which the event is assigned.
•Send to Contact or Lead: If checked, the email is sent to the email address stored within Salesforce for the lead or contact that this event is for.
•Send to Other Invitees: If checked, the email is sent to the email addresses stored within Salesforce for the users, leads or contacts that are listed for this event.
•Other Recipients: A semicolon separated list of email addresses of other people you would like to attend the event.
•Body: Optional text that is inserted into the email after any links that are sent.
