If you have multiple workflow records, in which you would like to send the same letter to each Primary Person or a specific Role, you can use the Mail Primary action on the Workflow Search Results page. Note: The following conditions must be met in order for a mail record to be created for the selected workflow:
Workflow must have a Primary Person selected
Workflow must be open and step status is Active
User must have edit rights to the workflow
To send mail to primary or roles for multiple workflows:
On the Search Results page, select the check box next to individual records or click the Select All link to select all found workflows.
Select the Mail Primary action to go to the Mail Primary Person of the Selected Workflows dialog. IQ displays the number of selected workflows that contain a Primary Person and a list of workflow IDs for the workflows that do not contain a Primary Person. If you want to send mail to a specific role, click in the drop-down list and select the role.
Select the Letter Name you want to send and the Outgoing Method. Note: If you do not select an outgoing method, IQ will use the default selected in your user Preferences.
Enter a subject in the E-Mail Subject field if the outgoing method is E-Mail. Note: If the selected letter has an email subject associated with it, leave the E-Mail Subject field blank.
Select the batch option from the Batch Change list.
Click the Save button. IQ displays the message "The create Workflow Mail for Primary Person process has finished. Click OK to explore the mail records just created."
Click the OK button. IQ displays the Mail Search Results page with the Mail records that were created.
Select the Select All link and the Send E-Mail action if the outgoing method is E-Mail.
Select the Select All link and the Print Final action if the outgoing method is USMail.
Note: If you select a batch in Step #6, you can click the Cancel button in Step#7 and then send or print the letters from the batch.