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bw2:email_tool [2020/12/15 14:03]
akoehler created 		bw2:email_tool [2022/08/02 17:06] (current)
akoehler
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 The following documents contain additional information that may be helpful with the development of Bizweaver workflows. The following documents contain additional information that may be helpful with the development of Bizweaver workflows.
  
-  * **[[bw2:application_introduction|Application Introduction]]**+  * **[[bw2:bizweaver_application_overview|Application Introduction]]**
   * **[[bw2:global_connections|Global Connections]]**   * **[[bw2:global_connections|Global Connections]]**
   * **[[bw2:using_variables|Using Variables]]**   * **[[bw2:using_variables|Using Variables]]**
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 ====== Before You Begin ====== ====== Before You Begin ======
  
-At least one SMTP Global configuration must be defined to use the email function. See the **//[[bw2:global_connections|Global Connections Guide]]//** for information on configuring this type of connection.+At least one SMTP Global configuration must be defined to use the email function. See the **//[[bw2:global_connections#SMTP Connections|Global Connections Guide]]//** for information on configuring this type of connection.
  
 ====== Email Formats ====== ====== Email Formats ======
  
-There are two general formatting options for Bizweaver Emails: plain text and HTML. While plain text is easier to set up, HTML provides more formatting options, but is more complicated.+There are two general formatting options for Bizweaver Emails: plain text and HTML. While the plain text is easier to set up, HTML provides more formatting options but is more complicated.
  
-Data can be presented in several ways. Individual data elements can be inserted into the text of the Email. “Lists” of data can be presented in a table format. Or the data can be included in an attachment to the Email. The method you use depends on the data to be presented and how the recipient will use it.+Data can be presented in several ways. Individual data elements can be inserted into the text of the Email. “Lists” of data can be shown in a table format. Or the data can be included in an attachment to the Email. The method you use depends on the data to be presented and how the recipient will use it.
  
 ====== Email & HTML Designer ====== ====== Email & HTML Designer ======
  
-The Bizweaver Email tool is used to define technical settings to allow Email messages to be sent from Bizweaver and to format the message content. \\ {{  :bw:emailimage1.png?384x403   }}+The Bizweaver Email tool is used to define technical settings to allow Email messages to be sent from Bizweaver and format the message content. \\ {{ :bw2:bizweaveremail1.png |}}
  
   - An Email object may be associated (linked) to a SQL Command: Reader workflow step that will be the source of the message content. The appropriate step is selected from the **Linked Object** drop-down list.   - An Email object may be associated (linked) to a SQL Command: Reader workflow step that will be the source of the message content. The appropriate step is selected from the **Linked Object** drop-down list.
-      - A Linked Object is only required if the content of the email will be a table based on the source data. +      - A Linked Object is only required if the email content will be a table based on the source data. 
-      - A Linked Object may be used to pick fields from the linked object dataset to be used in the message body. However, using the F4 option as described below is preferable.+      - A Linked Object may be used to pick fields from the linked object dataset used in the message body. However, using the F4 option as described below is preferable.
    - Select the appropriate SMTP connection from the drop-down list.    - Select the appropriate SMTP connection from the drop-down list.
        - This connection must be defined before it can be used here.        - This connection must be defined before it can be used here.
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 ====== Email Elements ====== ====== Email Elements ======
  
-The Email message can be a simple text message, but in most cases the text will also include other data elements such as workflow variables or tables of data.+The Email message can be a simple text message, but in most cases, the text will also include other data elements such as workflow variables or data tables.
  
 ===== Insert ===== ===== Insert =====
  
-Basic data elements can be inserted into the message using [Date], [Time], and [Field Name] buttons in the Insert row as shown below+Basic data elements can be inserted into the message using the [Date], [Time], and [Field Name] buttons in the Insert row, as shown below
  
-{{  :bw:emailimage2.png?576x30  }}+{{ :bw2:bizweaveremail2.png |}}
  
   - To add the current date or time in the message.   - To add the current date or time in the message.
       - Position the cursor at the point in the message where the information is to be placed.       - Position the cursor at the point in the message where the information is to be placed.
       - Click [**Date**] or [**Time**] to insert the item.       - Click [**Date**] or [**Time**] to insert the item.
-  - To add data elements from the **Linked Object** in message.+  - To add data elements from the **Linked Object** in the message.
       - Position the cursor at the point in the message where the information is to be placed.       - Position the cursor at the point in the message where the information is to be placed.
       - Click [**Field Name**] to insert the item.       - Click [**Field Name**] to insert the item.
  
 <WRAP center round tip> <WRAP center round tip>
-Inserting data into the message body is more easily done using the <**F4**> selection method, rather than using a Linked Object.+Inserting data into the message body is more easily done using the <**F4**> selection method rather than using a Linked Object.
  
 </WRAP> </WRAP>
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 ===== Tables ===== ===== Tables =====
  
-Data can be presented in a table (row & column) structure within the body of a Bizweaver Email. This approach is helpful when there are multiple rows of data to present, but the amount of data does not necessarily warrant the use of an attachment.+Data can be presented in a table (row & column) structure within a Bizweaver Email body. This approach is helpful when there are multiple rows of data to present, but the amount of data does not necessarily warrant the use of an attachment.
  
 The table must be defined before it can be used in the message. See **//[[bw2:email_tool#using_tables|Using Tables]]//** for information on creating a table. The table must be defined before it can be used in the message. See **//[[bw2:email_tool#using_tables|Using Tables]]//** for information on creating a table.
  
-{{  :bw:emailimage3.png?576x30  }}+{{ :bw2:bizweaveremail3.png |}}
  
 To add a table into the message body. To add a table into the message body.
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     - Click [**Insert Table**] to add the table to the message.     - Click [**Insert Table**] to add the table to the message.
  
-Your message must use HTML format to include tables. See the **//[[bw2:email_tool#the_html_editor|The HTML Editor]]//** section for more information. If you insert a table into a plain-text message the application will prompt you to change the format.+Your message must use HTML format to include tables. See the **//[[bw2:email_tool#the_html_editor|The HTML Editor]]//** section for more information. If you insert a table into a plain-text message, the application will prompt you to change the format.
 ===== Attachments ===== ===== Attachments =====
  
-Attachments can be included with an Email as needed. The attachment can be a static file such as a marketing document, or it can be generated as part of the workflow process. See **//[[bw2:email_tool#handling_attachments|Handling Attachments]]//** for more information.+Attachments can be included with an Email as needed. The attachment can be a static file such as a marketing document or generated as part of the workflow process. See **//[[bw2:email_tool#handling_attachments|Handling Attachments]]//** for more information.
 ===== HTML Editor ===== ===== HTML Editor =====
  
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   - Tables are created and maintained using the [**Open Table Definition**] button.   - Tables are created and maintained using the [**Open Table Definition**] button.
-    - To create a new table, be sure the “Tables” drop-down field is empty, then click [**Open** **Table Definition**]. \\ {{  :bw:emailimage4.png?576x26  }} +    - To create a new table, be sure the “Tables” drop-down field is empty, then click [**Open** **Table Definition**]. \\ {{ :bw2:bizweaveremail3.png |}} 
-    - To maintain an existing table, select the table from the “Tables” drop-down, then click [**Open Table Definition**]. \\ {{  :bw:emailimage5.png?576x36  }} +    - To maintain an existing table, select the table from the “Tables” drop-down, then click [**Open Table Definition**]. \\ {{ :bw2:bizweaveremail4.png |}}
 ===== Table Definition ===== ===== Table Definition =====
  
 The Table Definition function opens in the “Layout Designer” mode. This is the easiest way to create and maintain tables. However, the actual HTML code can be viewed and edited by clicking on the “Source” tab. Use of the “Source” option is not discussed in this document. The Table Definition function opens in the “Layout Designer” mode. This is the easiest way to create and maintain tables. However, the actual HTML code can be viewed and edited by clicking on the “Source” tab. Use of the “Source” option is not discussed in this document.
  
-{{:bw:emailimage6.png?576x354}}+{{ :bw2:bizweaveremail5.png |}}
  
-Click the [**Refresh**] button to see a representation of the table. Not all settings will be displayed but items like borders and colors can be checked.+Click the [**Refresh**] button to see a representation of the table. Not all settings will be displayed, but items like borders and colors can be checked.
  
 To include column headings, select the “Header” checkbox in the “Column Layout” section. To include column headings, select the “Header” checkbox in the “Column Layout” section.
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 ===== Table Data - General ===== ===== Table Data - General =====
  
-All columns in the data source associated with the Email are listed at the top of the layout designer. Width, color, and alignment settings in this section allow these values to be set for each column if needed. For most cases, the settings in the Column Layout section will provide more flexibility.+All columns in the data source associated with the Email are listed at the layout designer's top. Width, color, and alignment settings in this section allow these values to be set for each column if needed. For most cases, the settings in the Column Layout section will provide more flexibility.
  
-{{  :bw:emailimage7.png?576x144  }}+{{ :bw2:bizweaveremail6.png |}}
  
   -  Select the **Include** checkbox to include a column in the table.   -  Select the **Include** checkbox to include a column in the table.
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   - Select the **Subtotal** checkbox to get a subtotal for numeric values based on the **Group** option.   - Select the **Subtotal** checkbox to get a subtotal for numeric values based on the **Group** option.
   - Select the **Group** checkbox to have the rows grouped by this value   - Select the **Group** checkbox to have the rows grouped by this value
-  - Select the **Grand Total** checkbox to present a grand total for **numeric** values.+  - Select the **Grand Total** checkbox to present a total for **numeric** values.
  
 ===== Table Layout Section ===== ===== Table Layout Section =====
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 This section provides settings for the overall layout of the table. This section provides settings for the overall layout of the table.
  
-{{  :bw:emailimage8.png?576x111  }}+{{ :bw2:bizweaveremail7.png |}}
  
   - Enter a **Name** for this table.   - Enter a **Name** for this table.
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       - Click on the (...) button to open a color-picker tool or enter the hex code of the desired color directly.       - Click on the (...) button to open a color-picker tool or enter the hex code of the desired color directly.
   - Enter/select the width (in pixels) value of **border** lines of the table cells.   - Enter/select the width (in pixels) value of **border** lines of the table cells.
-      - The default value is 0 but a minimum of 1 should be used in most cases.+      - The default value is 0, but a minimum of 1 should be used in most cases.
   - Enter/select the **cell padding** (in pixels) value of the table cells.   - Enter/select the **cell padding** (in pixels) value of the table cells.
       - Cell padding is the space between the border and text of a cell.       - Cell padding is the space between the border and text of a cell.
   - Enter the **cell spacing** value (in pixels) between the cells.   - Enter the **cell spacing** value (in pixels) between the cells.
   - Enter the **Width** of the table as a percentage of the page.   - Enter the **Width** of the table as a percentage of the page.
-      - 100% will span the entire page and columns are adjusted accordingly.+      - 100% will span the entire page, and columns are adjusted accordingly.
  
 ===== Row Layout Section ===== ===== Row Layout Section =====
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 This section provides settings for rows of the table. This section provides settings for rows of the table.
  
-{{  :bw:emailimage9.png?576x77  }}+{{ :bw2:bizweaveremail8.png |}}
  
-  - Select the **Alignment** (left, center, right) of the text in the cells.+  - Select the **Alignment** (left, center, right) of the cells' text.
     -  This option is generally not used since row alignment controls the table layout.     -  This option is generally not used since row alignment controls the table layout.
-  - Select the **Vertical Alignment** (top, center, bottom) of the text in the cells.+  - Select the **Vertical Alignment** (top, center, bottom) of the cells' text.
       - This option is generally not used since the Column layout controls the vertical position.       - This option is generally not used since the Column layout controls the vertical position.
   - Set the **Background Color** of the rows.   - Set the **Background Color** of the rows.
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       - Click on the (...) button to open a color-picker tool or enter the hex code of the desired color directly.       - Click on the (...) button to open a color-picker tool or enter the hex code of the desired color directly.
   - Set the **Alternative Color** of the rows.   - Set the **Alternative Color** of the rows.
-      - This color is used for alternating rows. Row 1 is the background color, row 2 is the alternative color, etc.+      - This color is used for alternating rows. Row 1 is the background color; row 2 is the alternative color, etc.
       - Use of this option overrides the table layout setting.       - Use of this option overrides the table layout setting.
       - Click on the (...) button to open a color-picker tool or enter the hex code of the desired color directly.       - Click on the (...) button to open a color-picker tool or enter the hex code of the desired color directly.
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 This section provides settings for columns of the table. This section provides settings for columns of the table.
  
-{{  :bw:emailimage10.png?576x123  }}+{{ :bw2:bizweaveremail9.png |}}
  
-  - Select the **Alignment** (left, center, right) of the text in the cells. +  - Select the **Alignment** (left, center, right) of the cells' text. 
-  - Select the **Vertical Alignment** (top, center, or bottom) of the text in the cells.+  - Select the **Vertical Alignment** (top, center, or bottom) of the cells' text.
   - Select the **Height** of the rows.   - Select the **Height** of the rows.
   - Set the **Background Color** of the columns.   - Set the **Background Color** of the columns.
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       - Click on the (...) button to open a color-picker tool or enter the hex code of the desired color directly.       - Click on the (...) button to open a color-picker tool or enter the hex code of the desired color directly.
   - Set the **Alternative Color** of the rows.   - Set the **Alternative Color** of the rows.
-      - This color is used for alternating columns. Column 1 is the background color, column 2 is the alternative color, etc.+      - This color is used for alternating columns. Column 1 is the background color; column 2 is the alternative color, etc.
       - Use of this option overrides the table layout and row settings.       - Use of this option overrides the table layout and row settings.
       - Click on the (...) button to open a color-picker tool or enter the hex code of the desired color directly.       - Click on the (...) button to open a color-picker tool or enter the hex code of the desired color directly.
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       - A value of 0 or 1 places one record per row. A value of 2 displays two records per row, etc.       - A value of 0 or 1 places one record per row. A value of 2 displays two records per row, etc.
   - Select the **Header** checkbox to include column headers.   - Select the **Header** checkbox to include column headers.
-      - The column header value is the value reported from the data source and cannot be changed. It may be necessary to change the column names in the source in order to have the column headings appear appropriately.+      - The column header value is the value reported from the data source and cannot be changed. It may be necessary to change the column names in the source to have the column headings appear appropriately.
  
 ===== Group Layout Section ===== ===== Group Layout Section =====
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 This section provides settings for any grouping rows of the table. This section provides settings for any grouping rows of the table.
  
-{{  :bw:emailimage11.png?576x84  }}+{{ :bw2:bizweaveremail10.png |}}
  
-  - Select the **Alignment** (left, center, right) of the text in the cells.+  - Select the **Alignment** (left, center, right) of the cells' text.
   - Enter/select the **Cell Padding** (in pixels) value of the table cells.   - Enter/select the **Cell Padding** (in pixels) value of the table cells.
       - Cell padding is the space between the border and text of a cell.       - Cell padding is the space between the border and text of a cell.
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   - Enter the **Cell Spacing** value (in pixels) between the cells.   - Enter the **Cell Spacing** value (in pixels) between the cells.
   - Enter/select the width (in pixels) value of **border** lines of the table cells.   - Enter/select the width (in pixels) value of **border** lines of the table cells.
-      - The default value is 0 but a minimum of 1 should be used in most cases.+      - The default value is 0, but a minimum of 1 should be used in most cases.
   - Enter the **Width** (in pixels) of the columns.   - Enter the **Width** (in pixels) of the columns.
  
 ====== Handling Attachments ====== ====== Handling Attachments ======
  
-Email generated from Bizweaver can include attachments. These can be files created as part of the workflow (common) or static files (such as sales information) you might wish to include.+Email generated from Bizweaver can include attachments. These can be files created as part of the workflow (common) or static files (such as sales information) you might wish to include. In Bizweaver 2.6, we added the ability to add a dynamic number of attachments by using wildcards to get all files in a folder that is set as a variable.
  
-The following example illustrates the use of an attachment based on a workflow step.+The following example illustrates the use of an attachment-based on a workflow step.
  
-{{  :bw:emailimage12.png?576x79  }}+{{ :bw2:bizweaveremail11.png |}}
  
-In this example, we create a file based on a SQL Command step, and save it. We then reference the file via a variable name to use it as an attachment. Finally, we delete the file. The deletion step is optional.+In this example, we create a file based on a SQL Command step and save it. We then reference the file via a variable name to use it as an attachment. Finally, we delete the file. The deletion step is optional.
  
 To add attachments to an Email, click the [**Attachments**] button on the Email tool. The Attachments dialog window is displayed. To add attachments to an Email, click the [**Attachments**] button on the Email tool. The Attachments dialog window is displayed.
  
-{{  :bw:emailimage13.png?466x308  }}+{{ :bw2:bizweaveremail12.png |{{  :bw:emailimage12.png?466x308  }}}}
  
   - Ordered List Item The upper area of the window lists the attachments associated with this Email.   - Ordered List Item The upper area of the window lists the attachments associated with this Email.
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       - Select the desired variable.       - Select the desired variable.
       - Click [**Add**] to include this value as an attachment.       - Click [**Add**] to include this value as an attachment.
-      - In this example, we use the file created in the previous File Writer step.+      - In this example, we use the file created in the previous File Operations step. 
 +        - In the File Operations tool, we are using the wildcard *.* to get all files in a folder 
 +      - The Variables tool could be used to explicitly lay out a path that such as "C:\ProgramData\Bizweaver\Temp\*.*"
   - Click the [**Add Files**] button to display a standard Windows Explorer window.   - Click the [**Add Files**] button to display a standard Windows Explorer window.
       - Select existing files to be included as attachments.       - Select existing files to be included as attachments.
-      - Remember that the path to these files is fixed. If the files are moved to another folder, or removed, the attachment process will fail. \\ <WRAP center round tip> +      - Remember that the path to these files is fixed. If the files are moved to another folder or removed, the attachment process will fail. \\  
-An example of how this type of attachment could be used would be to include a “This month’s special deals” flyer whenever an AR Invoice is sent out via Email. The invoice document would typically be generated via Crystal Reports, so it would be unique each time and assigned using a step variable. The flyer would be a static document that is included using the process described here. So, the Email will use both Bizweaver attachment options. +<WRAP center round tip> 
 +An example of how this type of attachment could be used would be to include a “This month’s special deals” flyer whenever an AR Invoice is sent out via email. The invoice document would typically be generated via Crystal Reports, so it would be unique each time and assigned using a step variable. The flyer would be a static document that is included using the process described here. So, the Email will use both Bizweaver attachment options.
 </WRAP> </WRAP>
   - Select (highlight) an entry in the listing section and click the [**Remove**] button to remove an attachment.   - Select (highlight) an entry in the listing section and click the [**Remove**] button to remove an attachment.
 +  - Upload all files as zip. This will zip all the files that are attached as a zip file.
  
 ====== The HTML Editor ====== ====== The HTML Editor ======
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 {{  :bw:emailimage14.png?576x224  }} {{  :bw:emailimage14.png?576x224  }}
  
-Standard Windows text editing functions are available in the icon bar at the top of the window. When these functions are used in the “View Editor” they are converted to the corresponding HTML tags.+Standard Windows text-editing functions are available in the icon bar at the top of the window. When these functions are used in the “View Editor,” they are converted to the corresponding HTML tags.
  
-Click the [**Customize**] button to display or hide a list of data tags that are available for use. These are equivalent to many of the workflow variables discussed elsewhere. To insert a tag into the text, position the cursor where the tag is to be placed. Double-click the tag in the “customize” list and it will be inserted.+Click the [**Customize**] button to display or hide a list of data tags that are available for use. These are equivalent to many of the workflow variables discussed elsewhere. To insert a tag into the text, position the cursor where the tag is to be placed. Double-click the tag in the “customize” list, and it will be inserted.
  
 Click the [**Save and Close**] icon to save the HTML in the Email. The standard [**Save**] icon will try to create a file on disk. Click the [**Save and Close**] icon to save the HTML in the Email. The standard [**Save**] icon will try to create a file on disk.
 +
 +====Email Variables====
 +
 +^Name ^Description^
 +|Attachments|This indicates if there are any attachments as text to the email|
 +|AttachObject|True or False if any attachments are found|
 +|BCC|This indicates any email addresses on the BCC line|
 +|CC|This indicates any email addresses on the CC line|
 +|Connection|This indicates the SMTP connection used for the email|
 +|EnableSSL|This indicates if SSL was selected on the SMTP connection|
 +|From|This indicates the email address that is being used to send the email|
 +|LinkedObject|This indicates if there is a linked object used on the email tool|
 +|Message|The body of the email|
 +|Password|The password of the SMTP connection being used|
 +|Port|This indicates the port being used in the SMTP connection|
 +|PortNumber|This indicates the port being used in the SMTP connection|
 +|SkipEmailWhenEmptyContent| |
 +|SkipEmailWhenEmptyRecord|True or False if the skip email tool for empty records and variables is selected|
 +|SMTPCredentials|True or False if you are using SMTP credentials in the SMTP connection|
 +|SMTPHost|This indicates the SMTP host that is being used in the SMTP connection|
 +|SMTPServer|This indicates the SMTP server that is being used in the SMTP connection if any|
 +|Subject|This indicates the subject of the email|
 +|To This|Indicates any email addresses on the To line|
 +|UserName|This indicates the username used in the SMTP connection|
 +|UseZipFileAttachment|True or False if the zip file attachments are used in the attachments section|
 +|ZipAllAttachments|This indicates whether we selected “Zip All Attachments”. In case there are multiple attachments, we do have an option to zip all and send a single attachment.|
 +|StepMessage|During a failure the reason for failure will be populated here|
 +|StepStatus|True or False|
bw2/email_tool.1608059002.txt.gz · Last modified: 2020/12/15 14:03 by akoehler

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