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I’d like to have the Email Documents step in my workflow however I’d like to present the user with a prepopulated form that allows them to review the email content before the step fires. My workflow or logic looks like this: 

Choice → “Send Email” (option)

Review email content (this is the page I’d like to present to the user) 

Email Documents.

The Email Review page doesn’t need to include the actual documents.  I’d like it to include the Recipient, Subject, and email body. (3 different text fields)  eThe subject and email body I’d like to retrieve boiler text from an eForm.]  After that information is submitted or captured by the CLM user I’d like the system to pass that into the Email Document step. 

My hunch is that I use the Full Page Edit form step but can’t get it to work correctly or maybe there’s a better step?

Can anyone elaborate on how to use this step or suggest a better approach? Thanks.

 Hello @BobJones,

It’s nice meeting you!👋

The following use case can be achieved but we would rather have to use a different step in CLM.

  1. Add the “Review and Send for External Review” Step: This step enables users to review and confirm the email recipients, subject, and body text as well as the documents which are attached to the email. It serves as an internal review page, allowing users to adjust or confirm details before the email is sent.
    Note: You can configure this step to prepopulate the subject and body text from an eForms, providing default content that users can review.
  2. Place the “Wait for External Review” Step Afterward: This step should follow the “Review and Send for External Review” step in the workflow. It ensures that the external review is complete before moving forward, adding an additional confirmation layer after the email is sent.

By structuring your workflow this way, you allow users to review, edit, and confirm email details before the email is sent, ensuring accuracy and minimizing potential errors.

@BobJones - What a timely post!  This is exactly what I have been digging into this week!

@KunwarRajveer - Thanks for the quick and detailed reply to BobJones’ question.  The “Review and Send for External Review” approach is a good one, except in my use case (and maybe BobJones’ use case too), I don't want to give the external recipient a chance to make changes to the document.  I just want to send that external recipient a copy of the document (a PDF version, ideally), but I want the sender to be able to adjust the email settings (subject and body) before it’s sent.  Your suggestion does the latter quite nicely, but the email the external recipient receives is all about reviewing and making changes to the document (which I don't want).

Using a simple “Email Document” step in the workflow does in fact send the document as an attached PDF to the external recipient, but I have not figured out how to build the workflow steps before that to allow the sender to adjust the email Subject and Body before that Email Document step is executed.

Any further suggestions you might have would be very much appreciated!

Hello @Rob Reid,

It’s nice meeting you.
The following use case can be achieved, but we must take a different approach.

We can use the “Review Data” step to achieve this, but there are two major approaches this would dissect.

Approach 1: Using the "Review Data" Step with a Loop for Email Settings

  1. Set Up Email Configuration Fields: Create variables in CLM specifically for the email subject and body and initialise the variables from your eForms. This allows you to customize the email details for each document.
  2. Add Review Data Step: Insert a "Review Data" step in the workflow to allow the sender to review and adjust these email fields before the document is sent.
  3. Use a For Loop for Repeated Review: If needed, add a “For loop” around the "Review Data" step, enabling the sender to review and update the email recipient, subject, and body multiple times until they are satisfied.
  4. Email Document Step: Once the email details have been reviewed, proceed with an "Email Document" step to send the document as a PDF attachment to the external recipient.

The key difference here is the use of a “for loop” to facilitate the step-by-step review of each email configuration field, given the limitation of only being able to select one variable at a time.

 

Approach 2: Use a Dedicated Metadata Group for Email Configuration and Review it before sending out the email

  1. Create an Email Configuration Metadata Group: Set up a metadata group specifically for email configuration, including fields for the subject and body of the email.
  2. Add Review Data Step for Metadata Group: Insert a "Review Data" step in the workflow to allow the sender to review and adjust the email subject and body within this metadata group.
  3. Single-Step Review: Since multiple metadata fields can be selected from the metadata group, there's no need for looping. The sender can review and complete all email settings in one task.
  4. Email Document Step: After the review, use an "Email Document" step to send the document as a PDF attachment to the external recipient.
  5. Clean Up Metadata (Best Practice): Once the email is sent, delete the email configuration metadata group from the document's metadata to keep the document metadata clean and organised.

Both approaches allow you to give the sender control over the email settings while keeping the document as a non-editable PDF. The choice between the two methods depends on your specific workflow requirements and personal preferences.

@KunwarRajveer - Wow, what an organized and detailed reply!  Thanks for taking the time to lay that out so clearly for me!  I am going to try your Approach #2, since that would allow the sender to adjust each of those data at once, rather than in separate screens.

@KunwarRajveer I’m with @Rob Reid.  I didn’t want the receiver to be able to review.  I just wanted to give the person doing the sending the ability to customize the email before sending.  I also will use option 2. Thank you!

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