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Workflow Send Email Action to Embed Infopath Form

    Question

  • Hi,

    I have SharePoint list workflow action to send a form (created in InfoPath) to a certain person (populated from the current item field) as an attachment. I'd like to embed the form into the email (not as attachment) since my users have InfoPath Filler in their desktops.

    Searching to the forum I only found the way: Add new connection from Data tab --> submit data --> as an email message --> insert field --> advanced view --> when I select the field with associated to a person (pc: Person), I couldn't find the emailaddress from the dropdown list (it only has DisplayName, AccountID, AccountType). I have changed the column setting of that field from previously show field as Name to WorkAddress, but the emailaddress is still not showing up.

    Also I don't know how to combine this setting with the workflow setting of sending email to the person. As I mentioned currently I put the edit form link in the body when defining e-mail message in the workflow.

    Thanks

    Niken

    Friday, March 17, 2017 10:36 AM

Answers

  • Hi nikenid,

    From your description, you want to send InfoPath form in an email using workflow.

    It's best just to link to the form in the email so that users GO to the form in the form library. If you truly want the form to be sent in the email, then don't use workflow, use the Submit to Email data connection inside InfoPath. SharePoint workflow can't do this - it's only done within InfoPath as a submit action.

    Create Submit to Email data connection in InfoPath, in the to field using:

    concat(substring-after(AccountId, "\"), "@domain.com")

    When you create an form,  if you click submit, it will send InfoPath form in an email:

    Reference:

    http://stackoverflow.com/questions/4434047/how-can-retrieve-email-address-from-the-infopath-people-group-picker

    Or maybe you can try a third party Workflow Activity to do this.

    Useful SharePoint Designer Custom Workflow Activities:

    http://spdactivities.codeplex.com/

    Best Regards,

    Lisa Chen


    Please remember to mark the replies as answers if they help.
    If you have feedback for TechNet Subscriber Support, contact tnmff@microsoft.com

    Monday, March 20, 2017 10:44 AM
    Moderator

All replies

  • Hi nikenid,

    From your description, you want to send InfoPath form in an email using workflow.

    It's best just to link to the form in the email so that users GO to the form in the form library. If you truly want the form to be sent in the email, then don't use workflow, use the Submit to Email data connection inside InfoPath. SharePoint workflow can't do this - it's only done within InfoPath as a submit action.

    Create Submit to Email data connection in InfoPath, in the to field using:

    concat(substring-after(AccountId, "\"), "@domain.com")

    When you create an form,  if you click submit, it will send InfoPath form in an email:

    Reference:

    http://stackoverflow.com/questions/4434047/how-can-retrieve-email-address-from-the-infopath-people-group-picker

    Or maybe you can try a third party Workflow Activity to do this.

    Useful SharePoint Designer Custom Workflow Activities:

    http://spdactivities.codeplex.com/

    Best Regards,

    Lisa Chen


    Please remember to mark the replies as answers if they help.
    If you have feedback for TechNet Subscriber Support, contact tnmff@microsoft.com

    Monday, March 20, 2017 10:44 AM
    Moderator
  • Thank you Lisa,

    I decided to just put the link to the email since I need the SharePoint workflow to send email reminder if certain fields are not updated.

    Thanks

    Niken

    Wednesday, March 29, 2017 11:36 AM