All correspondence relating to a workflow should be added through the workflow record. You can send e-mail to any person or agency contact attached to the workflow. To e-mail someone other than people whose names appear on the People or Contacts panel, you must first attach their People record to the workflow.
To send e-mail through workflow:
Respond to incoming correspondence or create new correspondence.
To respond to an incoming correspondence, in the active step of the Workflow Record page, click the incoming ID link to open the Mail record page.
To add a new correspondence, select the Mail Primary action on the General panel of the workflow record to send e-mail to the primary person; OR
On the People or Contacts panel, select the check box next to the person you want to send e-mail to and select the Add Mail action. Note that sending e-mail to an agency contact on the Contacts panel will automatically attach that record to the workflow and place it on the People panel.
If you select more than one record, the Create Targeted Mailing dialog box appears. If any of the People records you selected contain affiliation codes with popup messages, you can select the check box next to a code to exclude records with that code from the mailing. The number of records containing the code along with the code and its translation appear next to the check box. Click the Create Mail button to go to the Targeted Mail record page.
Complete fields in the Incoming section. If you're initiating mail that's not in response to incoming correspondence, click in the In Method field and select No Incoming.
Enter response information in the Outgoing section. Select E-Mail in the Out Method field to create an e-mail response. When you select this method, IQ displays additional fields which only apply to e-mail correspondence.
If you use a form letter to request or provide information, it may have fill-ins (merge fields that let you customize the outgoing letter) or references (merge fields that let you merge name and address information from other People records). Complete fill-in and reference fields. When you e-mail the letter, the fill-in and reference information is merged into the letter. If you use a form letter with standard merge fields or user-defined fields from your workflow, the data from the workflow is automatically merged into the letter.
If you would like to include an attached file with the e-mail, click the paper icon located next to the outgoing Email Attachments field. Click the People icon for additional fields when sending an e-mail from your IQ account to another IQ account.
Send the e-mail by selecting the Send E-Mail action, or add the e-mail to a batch. Note: If the People record does not contain an e-mail address or if the letter status is anything other than Approved, or if the letter contains required fill-in(s) you will not be able to send an e-mail message. If the letter is added to a batch, it cannot be sent from the batch until the status is changed to Approved or it is checked back into the server.
If you add the letter to a batch, the status remains Approved until the letter is sent from the batch when the status will be changed to Completed. Select the Close action to close the mail record. If you want to return to the workflow record, click the Return to WF action instead.
If you send an e-mail, the status of the mail record is automatically changed to Completed. Select the Close action to close the mail record. If you want to return to the workflow record, click the Return to WF action instead.