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Send forms by email

You can send the output form as an email attachment.

This section explains the settings for sending a form as an attachment to an email.

Common to all products

This is a required procedure for all products.

Create a form layout

You can create a form layout by using the form layout creation tool. See "Form output methods and form layout types" in "Create a form layout" and use the appropriate tool for the product that outputs forms.

Note that the type of a generated form will differ depending on the type of form layout.

Types of form layouts

Types of forms generated

XML file

PDF file

Excel file

Excel file

Word file

Word file

Reference

When outputting forms in Universal Connect/X, form files on the Universal Connect/X server can also be used as form output.

SVF Cloud for Salesforce

When clicking the Email icon on the preview screen and then the OK button on the transmission confirmation screen, an email will be sent according to the SVF button settings.

illust_about_email_4sfdc.png

Caution

  • The maximum file size for a forms that can be attached is 5MB. If the maximum size is exceeded, an error will occur.

  • If an error occurs in the destination mail server, the server will retry sending the email for up to 60 minutes after clicking the print button.

Set DNS

It is recommended to set SPF (Sender Policy Framework) in the sender's DNS. If it is not set, transmission errors may occur or the email may be classified as spam at the destination.

Add "include:spf.wingarc.smtps.jp" to the SPF record.

Example 1. Example of SPF record

v=spf1 mx include:spf.wingarc.smtps.jp ~all



Set SVF buttons

On the icon_menu_Button.png SVF Button Settings screen of the SVF Cloud Manager, set the following.

Setting item

Setting

SVF Button Information - icon_setting.png - Action tab

In the list of actions, select icon_email.png

After selecting icon_email.png, set details such as recipient address and body text of an email to be sent. If any of the required fields are not specified, the OK button on the setting screen will not be enabled.

Setting item

Setting

Sender

Select from the following.

  • Email Address of Executing User

    The email address of the user who clicked the print button.

  • Organization address

    Email address registered in "Organization-Wide Addresses" in Salesforce.

    An error email will be sent to the executing user.

Recipient

Specify it from the Salesforce fields (the data type is text or email) where the email address of the recipient is entered.

An error will occur during transmission in the following cases.

  • Cannot get the value of the field

  • The value of the field is null

  • The value of the field is empty

CC, BCC

Click the Edit button to add.

Up to 10 email addresses can be set for each Cc and Bcc. If more than 10 email addresses are set, an error will occur when sending the email.

  • Salesforce Field

    You can also use fields in which multiple email addresses are entered (use a half-width comma "," or a half-width semicolon ";" as delimiter). In this case, if "the number of email addresses including those entered in the field, Any Email Address, and Email Address of Executing User" exceeds ten, an error will occur upon sending the email.

    The following cases will also cause an error upon sending the email.

    • The value of the field cannot be retrieved (Salesforce returned an error when attempting to retrieve the field)

    • The value of the field is empty *1

    • The value of the field is null *1

  • Any Email Address

  • Email Address of Executing User

*1 When Generate an error if the Salesforce field has no value has been cleared, no error will occur even if the value of the field is empty or null.

Email Template

Specify a template for subject and body.

The text version and HTML version can be specified for body. If you specify both, the text will be displayed in a format that matches the recipient's environment.

Salesforce email templates can also be used. However, the email templates must meet the following conditions:

  • The email templates are valid

  • The type is "Text" or "Custom (without using Classic Letterhead)"

  • For Lightning email templates, Related Entity Type is not specified or the Salesforce object specified in the SVF button is specified.

Caution

When you have changed the existing SVF button settings, you need to create the print button again.

Reference

The above are the minimum settings required to attach a form to an email and print it. See "2. Set SVF button in Sandbox environment" for common settings regardless of output method.

Optional settings

Configure the settings on SVF Cloud Manager. Go to the icon_menu_Button.png SVF Button Settings screen - SVF Button Information - icon_setting.png - Settings screen.

Output PDF file with document security enabled

You can specify it when the form layout is an XML file.

This restricts operations on PDF files.

Setting item

Setting

PDF tab - PDF Security Options

On (For details on each setting, see "Advanced setting items of the SVF button")

Universal Connect/X

Configure the settings in the Universal Connect/X to send an output file via email. For details on the settings, see "4.3.1. Operations and settings in Job" in "Universal Connect/X Administrator Guide".

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