Working with Email Assistant
Email Assistant feature allows users to proceed process steps via replying to emails with step notifications.
Below are instructions for setup email assistant in your organization.
Enable Email Assistant in your organization
Navigate to Work-Relay Settings page.
- Go to Notifications Settings subtab (1).
- Check Enable Email Assistant (2).
- Choose Email Delivery Contact (3).
- Save settings (4).
Create new Email Service
Go to admin page (Setup).
- Open Email Services tab in Custom Code section (5).
- Click New Email Service button (6).
- Provide Email Service Name value (7).
- Select "Workflow Email Assistant" as an Apex Class (8).
- Set Active to True (9).
- Check "Enable Error Routing" (10) if you want to send notification error emails to the specified email address (11) instead of the sender's email address.
- Leave other inputs with default settings. Click Save.
Add Email Address under new email service
- Go to Email Service.
- Click New Email Address button (12).
Save new Email Address. Edit it:
- Choose a name for Email address for display (13).
- Set email address local name (14; Salesforce will add the domain name part automatically).
- Check Active (15).
- Set Context User under which the Apex class will run; it defaults to the current user (16).
- Set Accept Emails From (17). It can be a comma-separated list of addresses or domains; all addresses will work if you leave it blank.
Click Save.
Run the process
Below is example process setup:
Once process is started step assignee will receive notification email extended with Email Assistant data instead of standard Work-Relay notification:
Proceed process step
To proceed step via email assistant one needs to compose and send email to the specified address. Additional Information for Workflow Assistant feature contains following data:
- Service email is email address that one should use as an email recipient.
- Command indicates action that needs to be executed. The first step in the process above has "Decision" type so one can use either "Approve" or "Reject" command.
- Token is unique identifier storing process data on cursor, step, user etc.
Copy Additional Information data > create new email > send it
- Paste "Service Email" from the notification to the recipient input.
- Paste the rest to the body input.
Note: for Decision steps one should choose a single Command.
After sending above email user will receive email confirming specified command was executed.
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