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Define your workflow e-mails (merge fields)

data1.io Team
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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:

  • Definition
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  • Sent e-mail (demo)
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How to use merge fields

Merge Fields let you personalize the Workflow e-Mails:

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

  • {APPLICATION_Title}
  • {WORKFLOW_Title}
  • {WORKFLOW_Description}
  • {WORKFLOW_Collector}
  • {WORKFLOW_CollectorDeputy}
  • {WORKFLOW_Write_From}
  • {WORKFLOW_Write_Until}
  • {WORKFLOW_Read_From}
  • {WORKFLOW_Read_Until}
  • {COLLECTOR.USER_FirstName}
  • {COLLECTOR.USER_LastName}
  • {COLLECTOR.USER_Key}
  • {COLLECTOR.USER_ProfilePictureUrl}
  • {MANAGER.USER_FirstName}
  • {MANAGER.USER_LastName}
  • {MANAGER.USER_Key}
  • {TimeLeft}

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:
    mceclip0.png

    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:
    mceclip1.png

Depreciated Merge Fields:

  • {EXCEL.TEMPLATE01} - depreciated
    Please do not use this merge field any more