The Automation step is used to automatically archive a mail merge template in the document library and/ or send it in an email. This step can be added within any sequence of the workflow.
Ensure that you save the updates to the Code Step and publish the updated Workflow changes after editing the fields on the Automation Step Properties page.
Fields and Buttons
A description of the fields and buttons located on this page is provided below:
- Save: Click this button to save changes and exit the Edit Automation Step dialog box.
- Cancel: Click this button to cancel this action and exit the Edit Automation Step dialog box. Note that changes will not be saved.
- Automation Step Name: Enter the name of the automation step in this field.
- Automation Step Type:
- Mail Merge: Select to display all related mail merge template options.
- e-Signature File Download: Select if this automation step is being added an e-Signature process and this step is being used to collect and download all signed documents. For more information on e-Signatures, see About Electronic Signatures.
- Mail Merge Template:
- Default Template: Click this drop-down arrow to select a template. If custom templates are not available, the default template will be used. For information on adding process templates, see Processes Mail Merge Templates.
- Include Attached Documents: Select this check box to include documents that are attached to the process in the archived mail merge.
- Archive Mail Merge: Select this check box to archive the mail merge template when the process enters this step. Additional options display:
- Destination Folder Lookup: Click the Lookup link to select a destination folder within the e-Builder Documents module to send the document.
- Store in file field: Select this check box to also store the file in a file type data field. The mail merge template will then be available anywhere the data field displays within the process.
- Add as comment: Select this check box to display a comment when this process step. Enter the comment in the box provided.
- Send to Process Initiator: Select this check box to send the mail merge template to the process initiator when the process has entered this automation step.
- Send to Actors: Select this check box to send the mail merge template to select users in the process. Additional option display:
- User who took action on the previous step: Select this radio button to send the mail merge template to the user that took action on the step preceding this automation step.
- All actors from the previous step: Select this radio button to send the mail merge template to all actors on the previous step.
- Send to Roles: Select this check box to send the mail merge template to select roles. Click the Add button to move them to the adjacent Selected Roles box.
- Send to Users: Select this check box to send the mail merge template to select users. Additional options display:
- Lookup Users: Click this link to search for and select e-Builder users.
- Remove Selected Users: Select users you want to remove from the list and then click this link to remove them.
- Send to Contacts: Select this check box to send process files to e-Builder contacts. Additional options display:
- Lookup Contacts: Click this link to search for and select e-Builder contacts.
- Remove Selected Users: Select contacts you want to remove from the list and then click this link to remove them.
- Send to External Recipients: Select this check box to send process files to external recipients. Enter recipient email addresses in the box. Enter only one email address per line.
- Run as User: Click the Lookup button to select a user whose data field permissions will determine the content for the output file. The specific user selected as a Run as User for the mail merge must be a project member on every project where the workflow is assigned.
- Background Color: Click this button to select a background color for the automation step, which displays in the Designer.
- Text Color: Click this button to select a background color text of the automation step, which displays in the Designer.
Related Topics: