Notify Rep

The Notify Rep menu item (A_NotifyRep) allows users to send the current record via email.

This functionality is mainly intended to notify co-workers about records where their action is required.

Notify Rep is configured in the context menus of Activities, Offers and To-Dos in UPDATE_DEFAULT (BTB version).

Notify Rep works as follows:

  • You can configure which internal recipients (reps) are added to the email. For further details, see Internal Recipients.
  • You can configure which external recipients (e.g. companies, persons) are added to the email. For further details, see External Recipients. On the emails recipients list external recipients are always listed before the internal ones ("customer first").
  • The subject of the email is automatically entered if a field with the XML name "Subject" exists in the respective info area. If no such field is available, the default table caption is used instead.
  • The body text of the email is automatically entered if a field with the XML name "Text" exists in the respective info area.

    To use another field for the email body text, specify the field in the EMail.NotifyRep.BodyFieldIDs Web Configuration parameter, e.g enter "PR:OffText" to use the Text field from the Offer info area. For further details, see EMail.NotifyRep.BodyFieldIDs. One field per info area is supported.

  • If a signature is defined for a user (in the Rep info area), an Insert Signature button is available, allowing the user to insert his signature into the Body field.

  • All documents linked to the record are offered as attachment for server-side sending of emails. For client-side emails no attachments can be added. For further details, see EMail.SendingMethod.
  • Set the useHtmlInput argument to true to enable rich text content in the email message editor.

  • To limit the attachments offered for Notify Rep to certain content types and/or document classes use the Web Configuration parameters EMail.AttachmentsExcludedContentTypes and EMail.AttachmentsExcludedDocumentClasses. For further details, see EMail.AttachmentsExcludedContentTypes and EMail.AttachmentsExcludedDocumentClasses.

Internal Recipients

The internal recipients for mails sent via Notify Rep are determined as follows:

  • If a field group called <InfoAreaId>.NotifyReps exists for the respective info area, the internal recipients are determined using the fields contained in the Details control of this field group:
    • Only rep fields and participant fields (type "uid" in the data model) from the current info area may be added to the Details control. All other fields are ignored.
    • No internal reps are offered if the Details control is empty.
    • All reps that were determined using <InfoAreaId>.NotifyReps are added to the email in the To: field. Participants are divided into To:, CC: and BCC: according to their participation type.
  • If the field group <InfoAreaId>.NotifyReps does not exist for an info area, internal recipients are determined using the participant fields (if available). Rep fields are not taken into account.

The user can define in his settings if he (i.e. the currently logged on user) should be added to the internal recipients or if he should be ignored: The Web Configuration parameter EMail.ExcludeCurrentUser controls whether the current user is included when sending emails (default = not checked). For further details, see EMail.ExcludeCurrentUser.

Internal reps are checked by default in the Notify Rep dialog.

External Recipients

When sending Activity records, external recipients are determined from the Activity Participant info area (MB).

External recipients are always listed before internal ones in the recipient list of the email ("customer first").

The Notify Rep dialog also offers external recipients for info areas containing email addresses (e.g. Company, Person, and Additional Address).

By default, the Email recipients are unchecked in the Notify Rep dialog, specify {activateEmailFieldsRecipients: true} in the CommandArguments of Email/SendRecordNotification command menioned under A_NotifyRep menu action will mark recipients from e-mail fields as active.

To exclude external recipients from the notify rep functionality (e.g. if Notify Rep is used solely for company-internal communication), specify {excludeExternalRecipients: true} in the CommandArguments of the A_NotifyRep menu action.