Workflows are a powerful tool when it comes to controlling your business and distributing information. This article will provide you with the understanding of how you can reduce friction and automatically distribute workflow entries in real-time across your organization, and at times outside of it.
When it comes to entries distributions, you can choose between 3 different distribution options:
Pre-defined recipient(s): every entry submitted will automatically generate a pdf copy of the entry that will be send to this email address.
Distribution based on a user's choice: when a user clicks the 'submit' button, a list of potential receipts will open up, for the user to choose from.
Manual email input: letting the user type in an email address, that will get a copy of the workflow entry.
You can choose one of the above options, none of them or any combination of them depending on the need.
1. Pre-defined recipient(s):
To set up predefined email address(es) that will get a copy every-time someone makes an entry, navigate to the workflow's settings (Options > Settings), and under the "Entries Recipients" tab, set up the relevant email addresses.
2. Distribution based on a user's choice:
To set up a list of potential recipients for the user to choose from, navigate to the workflow's settings (Options > Settings), and under the "Entries Recipients" tab, check the box "Allow users to select recipients from list".
You can than add a description for the list, and setup the relevant email addresses. You can also customize the appearance name for each email address (e.g 'safety officer', 'store 1', 'Jame bond') to best suit your needs and make it intuitive for your users.
And this is how it looks like for the user:
3. Manual email input:
To allow users to manually add an email address that will get a pdf copy of the workflow, navigate to the workflow's settings (Options > Settings), and under the "Entries Recipients" tab, check the box "Allow users to add email recipients".
This capability is especially useful if you wish to let the user send a copy to themselves or sometimes to a third party (e.g customer), that way they can manually type in the email address.
Want to send aggregated summary reports?
You can learn more about how to send automatic summary excel spreadsheet reports of your aggregated workflow entries in this link.