Email record and Email selected rows

Provides the capability to send an email for individual records or a result set of rows in the Web client.

About this task

You can use the customized EmailPlus templates to send an email containing the details for a specific displayed record. Within a result set, you can send an email for multiple selected records as well.

The Email record and Email selected rows feature allows the administrator to create email templates and rules so that end users can send emails for records or rows of records as needed. For example, you can send an email containing the defect state, description, and the record link without actually modifying the record as required by traditional EmailPlus rules. You can also send an email containing multiple defects selected in a result set without having to open them individually.

To enable the Email Record and Email Selected Rows feature:

Note:

To use only the Email Selected Rows feature, only the fourth step is necessary.

Procedure

Install or upgrade to EmailPlus version 2.4 (2.4.2 for Japanese or 2.4.3 for Chinese) in your schema and user database(s).
Create EmailPlus templates and rules for the record types you want to apply the feature. See the Working with EmailPlus templates and Creating EmailPlus rules topics for the details about how to create EmailPlus templates and rules. For each record type you want to enable for this feature, you need to define a template.
Using the installutil command, set the two master properties EMAIL_RECORD_PARAMS and EMAIL_RECORD_SCRIPTS.
- EMAIL_RECORD_PARAMS defines the default EmailPlus templates that are to be used for each enabled record type.
- EMAIL_RECORD_SCRIPTS defines the default Perl hook to be used to create the Email content. EmailPlus 2.4 provides a hook named EMP_SendRecordEmail for each enabled record type. This is the hook that needs to be used.
For example, for a dbset named testEmail, enable Defect record type with the template of type RULE named defect_template and Project record type with the template of type RULE named project_template:
```
installutil setmasterproperty testEmail admin password EMAIL_RECORD_PARAMS "Defect:RULE:defect_template;Project:RULE:project_template"
installutil setmasterproperty testEmail admin password EMAIL_RECORD_SCRIPTS "Defect=EMP_SendRecordEmail;Project=EMP_SendRecordEmail"
```
In the Web client, set a group in Site Configuration > Application Options > Allow Email Record and Result Set Groups.

Results

After enablement, if you are a member of Allow Email Record and Result Set Groups, you will see an Email Record item in the tool bar of the record form and an Email Selected Rows item on the content menu in the result set.

An example of the Email Record:

An example of the Email Records from result sets:

Note:

These features are supported in the Firefox, Chrome, and Edge browsers using an Outlook email client. In Internet Explorer, if clicking the Email Record or Email Selected Rows item, a dialog will display the following “Sending a mail for records is not supported in Internet Explorer. Please use a supported browser.”.

If the email template body is HTML format, when clicking the Email Record item, a file with eml extension will attempt to download via the browser. It can then open as an unsent email in the email client. The download and open behaviors might not be consistent through all the browsers due to different mechanisms of parsing EML file format, which is compliant with RFC-822 Internet Message Format Standard.

If the email template body is plain text format, clicking the Email Record item will result in an unsent email opening in the email client directly.

As with sending individual records, if selecting multiple rows in a result set and clicking Email Selected Rows item, you will be asked to download a file with eml extension. If permitted this will open as an unsent email in the email client. You can also select and send rows containing expanded child records or inline edited rows.