Workflow E-Mails help you as a power user to inform and remind your collector users.

The most important

You can define 4 types of Workflow e-mails in your application:

INVITATION = sent once after triggered manually by the Collector Manager (not before the date defined in "Write Allowed From")
REMINDER = sent periodically according to the e-mail frequency setting if the INVITATION E-Mail was sent either until the "Write Allowed Until" date is reached or until a collector user has finished his/her workflow
FINISHED = sent once within 10 minutes after a collector user has finished his/her workflow
NOT FINISHED = sent once on the "Write Allowed Until" date if a collector user has not finished his/her workflow

How to define your workflow e-mails

The content of each e-mail type can be configured in the Workflow settings:

Merge Fields let you personalize the Workflow e-Mails:

You can use the following general merge fields in the automatic workflow e-mails:

Use the following merge fields to connect your Collector Users directly to the "Your active Collections Workflow" page:

{WEBAPP.WORKFLOW.URL}
Shows the name of the application and the name of the workflow as hyperlink and opens the landing page filtered to this application with highlighting of this workflow:

The hyperlink in an application called "Weekly Project Status" and a workflow called "PM Weekl Actuals" looks like that:

Use the following merge fields to connect your Collector Users directly to the workbook(s) in your application:

{WEBAPP.WORKBOOK.URL}
Shows the name of the application as hyperlink and opens this workbook in the web client. If your workflow has more than 1 workbook then this field uses the randomly first allocated workbook.
{WEBAPP.WORKBOOK.SORT.01.URL}
Shows the name of the workbook on sort position #1 (SPRD_Sort) as hyperlink and opens this workbook in the web client. "01" can be varied dynamically for the other allocated workbooks in your application.
{WEBAPP.WORKBOOK.SORT.01.NAME}
Shows the name of the workbook on sort position #1 (SPRD_Sort). "01" can be varied dynamically for the other allocated workbooks in your application.
{WEBAPP.WORKBOOK.UID.05.URL}
Shows the name of the workbook with UID "5" (SPRD_UID) as hyperlink and opens this workbook in the web client. "5" can be varied dynamically for the other allocated workbooks in your application.
{WEBAPP.WORKBOOK.UID.05.NAME}
Shows the name of the workbook with UID "5" (SPRD_UID). "5" can be varied dynamically for the other allocated workbooks in your application.

The merge fields deliver in an application called "Weekly Project Status" and a workbook called "Project Status" those results:

Use the following specialized merge fields:

{MANAGER.USER_ProfilePictureUrl}
Shows the Profile Picture of the Collection Manager. Please note that this Merge Field can only be used in HTML code view:

Depreciated Merge Fields: