Add a Contact in Transactions and Automatically Populate the Contact’s Email Address in the To Be E-mailed field

 The steps below will allow users to specify a contact (primary or not) in transaction records. Once the contact is selected, the email address will be automatically populated in the To Be E-mailed field.

 

I. Create a custom field that will source the value from the Contact list

 

1. Navigate to Customization > Lists, Records, & Fields > Transaction Body Field > New.
2. Enter a Label for example, 'Customer Contact'.
3. Set Type = List/Record and List/Record = Contact.
4. Set Store Value = True.
5. In the Applies to tab, mark Sale, Opportunity and all that applies.
6. In the Display tab, set Subtab = Main and Display Type = Normal.
7. In Sourcing & Filtering tab, set Source List = Entity and Source Filter By = Parent.
8. Click Save.

 

II. Create a custom Email field that will pull up the selected Contact's Email

 

1. Navigate to Customization > Lists, Records, & Fields > Transaction Body Field > New.
2. Enter a Label for example, 'Contact Email'.
3. Set Type = Email Address.
4. Set Store Value = True.
5. In the Applies to tab, mark Sale, Opportunity and all that applies.
6. In the Display tab, set Subtab = Main and Insert Before = Customer Contact.
7. Click Save.

 

III. Create a Workflow that will copy the value of the custom Contact Email field to the standard To Be E-mailed field

 

1. Navigate to Customization > Workflow> Workflows > New.
2. In the Basic Information section, set the following values:

 

Name = enter the name of the Workflow, for example: 'Set To Be-Emailed'
Record Type = Transaction
Sub Types = Estimate and all that applies
Execute as Admin = True
Release Status = Released

 

Note: If you want to create this for Opportunity transactions, then Record Type must be Opportunity.

 

3. In the Initiation section, set Event Based = True.
4. In the Event Definition section, set the following:

On Create = True
On Update = True
Trigger Type = Before Record Load

5. Click Save.
6. Click New State.
7. Click Save.
8. Click New Action.
9. Click Set Field Value.
10. In the Basic Information section, set the following:

Trigger On = After Field Edit
Client Fields = Customer Contact

11. In the Parameters section, set Field = Contact Email.
12. In the Value section, click From Field and set the following:

Record = Customer Contact
Field = E-mail

13. Click Save.
14. Click New Action.
15. Click Set Field Value.
16. In the Basic Information section, set the following:

Trigger On = After Field Edit
Client Fields = Customer Contact

17. In the Parameters section, set Field = Email.
18. In the Value section, click From Field and set the following:

Record = Current Record
Field = Contact Email

19. Click Save.