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I have a custom entity "Request" that has text field with type email to be used for an internal requester's email address. Internal requester's doesn't have access to CRM. We want to send them an email acknowledgement that we have created a request on their behalf. After that, our team sends emails from their own Outlook when interacting with them.
When we create a workflow that includes sending an email, the email field is not showing up as a choice to be placed in the "To" field. The only choices are User entity related fields and Contact related fields. We are managing external vendor contacts in the Contact entity.
How would I get this to work?
that is actually a little tricky.
The "To:" fields in the mail entity is a special type of field: "Party Field".This is a field that can "look at" several entities, so it is something like a "multi-entity-lookup".So in order to work with this field "correctly" you need to give it some "valid input".
A valid input in this case would be a record (lookup) which contains an E-Mail field.That is a string field with the format "E-Mail":
Once you have done that, you need to go onto the Entity you want to enable sending E-mails to and have just created the field on:
Once you have done that, the Entity should appear in the "To:" fields all over the system meaning you can use it in a workflow to send mails to the e-mail address left in the specific field in the record.
I think that should cover your requirement, since you have the Mail field on the "Request" entity. So you would pick the "Request" entitiy to enable sending emails to and pick in the workflow.
Please mark this answer as verified if it helped solving your issue.Happy Developing.
You don't want to mix internal requester's email & external contacts you mean by putting them both under contact entity?
To field will only receive User or Contact. Do you by any chance can create a relation with Activity Party & see if that works for you?
This sounds promising. However, the option for "sending email" is out.
hmm.... I have noticed that you have a specific option that I do not have, which is "Enable for interactive experience".
Which version are you exactly on, is that < 9.0?
P.S.: I can enable the "Send Mail" functionality on any custom entity I got in my system. So I am not fully sure what is different about your entitiy...
Actually, I realized I missed an important point. Request is just the Case entity renamed. It is not a custom entity. The system name is incident.
I ended up creating a new custom entity and enabling the email checkbox. I created an N:1 relationship between the Request and the new entity. I was then able to track internal contacts and send them emails from the workflow.
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