Step properties - Custom Workflow Email tab

Custom workflow email notifications are sent to notify users that a new document has been assigned to the workflow step if Notify users via E-mail is selected on the Step Information tab and if a custom workflow email has been configured. If custom workflow emails are not enabled, FileBound will use a default message that is generated by the system.

Enabling a custom workflow email message for a step overrides the custom email message configured for the workflow process.

  1. To access step properties, in the Diagram pane of the Workflow Designer, perform one of the following:

    • Double-click a step.
    • Right-click a step and select Properties.
    • Select a step and press the F4 keyboard shortcut.

  2. Click the Custom Workflow E-mail tab.

  3. Select the Enable Custom WF E-mail check box to enable customized workflow email messages for the step.

  4. Edit custom workflow email information, then click OK.

Subject: The text that will be used for the email subject. See Email message variables for a list of the variables that can be used in the subject.

Body Prefix: The text that will be used for the body of the email. See Email message variables for a list of the variables that can be used in the body prefix.

Included Items: Select the check boxes next to the items that you want to be included at the bottom of the email message. The following options are available:

  • Index Fields: A separate check box is available for each index field that is configured for the project.
  • URL Link to Anonymous Form: The hyperlink to the anonymous form.
  • Routed Date: The date the document was routed to the step.
  • Routed By: The user that routed the document to the step.
  • URL Link to File: The hyperlink to the file that the document is contained in.
  • URL Link to Document: The hyperlink to the document in FileBound. Clicking the link will open the document in the Viewer.
  • Document Divider: The divider name that the document is contained in.
  • Document Separator: The separator name that the document is contained in.
  • Routed Item Due Date: The date that the workflow step needs to be completed by.
  • Routed Documents as Attachment: Includes the routed document as an attachment to the email.
  • Workflow Comment: The comments entered when a document is assigned to a workflow step.

Email message variables

The following email message variables can be included in the subject and the body prefix of custom workflow emails.

Variable Displays
$$Archive$$ The name of the archive that the routed document is assigned to.
$$Div$$ or $$Divider$$ The name of the divider that the document is stored within FileBound.
$$DocLink$$ The link to the routed document.
$$DocumentID$$ The document ID of the routed document
$$Field1$$ or $$F1$$ The value stored for Index Field 1.
$$Field2$$ or $$F2$$ The value stored for Index Field 2.
$$Field3$$ or $$F3$$ The value stored for Index Field 3.
$$Field4$$ or $$F4$$ The value stored for Index Field 4.
$$Field5$$ or $$F5$$ The value stored for Index Field 5.
$$Field6$$ or $$F6$$ The value stored for Index Field 6.
$$Field7$$ or $$F7$$ The value stored for Index Field 7.
$$Field8$$ or $$F8$$ The value stored for Index Field 8.
$$Field9$$ or $$F9$$ The value stored for Index Field 9.
$$Field10$$ or $$F10$$ The value stored for Index Field 10.
$$Field11$$ or $$F11$$ The value stored for Index Field 11.
$$Field12$$ or $$F12$$ The value stored for Index Field 12.
$$Field13$$ or $$F13$$ The value stored for Index Field 13.
$$Field14$$ or $$F14$$ The value stored for Index Field 14.
$$Field15$$ or $$F15$$ The value stored for Index Field 15.
$$Field16$$ or $$F16$$ The value stored for Index Field 16.
$$Field17$$ or $$F17$$ The value stored for Index Field 17.
$$Field18$$ or $$F18$$ The value stored for Index Field 18.
$$Field19$$ or $$F19$$ The value stored for Index Field 19.
$$Field20$$ or $$F20$$ The value stored for Index Field 20.
$$FileID$$ The file ID.
$$FileLink$$ The link to the file that the routed document is associated with.
$$ProjectID$$ The project ID.
$$RoutedItemDueDate$$ The Due Date for the routed item.
$$RoutedItemID$$ The Document ID of the routed item.
$$RoutedID$$ The Workflow Process ID that the Email is being sent from.
$$RoutedStepID$$ The Workflow Process Step ID that the Email is being sent from.
$$RouteStepName$$ or $$StepName$$ The Workflow Process step name that the Email is being sent from.
$$SEP$$ or $$Separator$$ The name of the separator that the document is stored within FileBound.
$$ServerURL$$ The URL of the server that contains the routed document.
$$StepNumber$$ The number of the step that the routed item is on.
$$USERCUSTOM1$$ The value defined for the current user's Custom 1 field.
$$USERCUSTOM2$$ The value defined for the current user's Custom 2 field.
$$USERCUSTOM3$$ The value defined for the current user's Custom 3 field.
$$USERCUSTOM4$$ The value defined for the current user's Custom 4 field.
$$USERCUSTOM5$$ The value defined for the current user's Custom 5 field.
$$USERCUSTOM6$$ The value defined for the current user's Custom 6 field.
$$UserDisplayName$$

The display name of the current user, if available.
$$UserID$$ The ID of the current user.
$$UserName$$ The name of the current user.