Dynamic attachments for email templates

[RaptorBlue]

Hi,

I've been running EspoCRM for a while now and I am very happy with it. One thing would improve my work flow tremendously though:
The possibility to add attachments based on variables to email templates.

The use case is as follows:
I have data sheets for my products as documents (i.e. DataSheet-X12345.pdf) whereas X12345 is the product id. Currently when using a template I manually have to add the attachment but defining this in the template like "Add attachment: DataSheet-{{ product.id }}.pdf" would be great.

Is this possible to implement in future versions?

Thanks a lot!
R.

[lazovic]

Hi RaptorBlue,

Could you please send a screenshot of your Workflow so that we can conduct a detailed analysis and adjust it in the way you need?

I can say right away that you will need to use Execute Formula Script Action to create an email, add the necessary attachment to it and send this email.

[RaptorBlue]

Hi lazovic,

Thank you for your reply. Attached you can find a screenshot of my mail template with the placeholders (i.e. {Product.id}). When sending an email with this template the variables are replaced as intended but I have to manually click on the document icon and add PDF from the list of documents.
My wish is to define it a *dynamic* attachment in the template telling the system not only to replace the variables but also automatically add the document. (Add: Datasheet-{Product.id}.pdf from Documents)

I hope it's clear what I am trying to do. Please let me know when I can help.

Best regards,
RaptorBlue

[lazovic]

RaptorBlue,

You can do this by automating the email sending process with Workflow.

For example, you can add a Boolean type field to the Data Sheet entity, and when you check this field, an email will be sent.

Create a Workflow with:

• Target Entity: Data Sheet,
• Trigger Type: After record updated,
• Conditions: All > Checkbox field changed, Checkbox field equals true,
• Action: Execute Formula Script.

In this action, paste these formulas:

$productName = string\concatenate('Datasheet-', productId, '.pdf');
$contactEmailAddress = record\attribute('Contact', contactId, 'emailAddress');

$documentId = record\findOne('Document', 'createdAt', 'desc', 'name=', $productName);

$emailId = record\create('Email',
'to', $contactEmailAddress
'status', 'Draft',
'attachmentsIds', $documentId
);

ext\email\applyTemplate($emailId, '[your_email_template_id]'); // paste here your Email Template ID
ext\email\send($emailId);​

Check this solution, please. If you encounter any errors with this, I'll be happy to help.

[RaptorBlue]

Thanks lazovic, but if I understand it correctly, I am not able to edit the message before sending.
Also, for Workflows I need the Advanced Pack, right? Is there a trial version?

[lazovic]

RaptorBlue,

Yes, you won't be able to edit the email, as it will be sent automatically using only the Email Template.

Workflow is indeed a feature of the Advanced Pack extension. You can test this extension for a whole month using the cloud version of EspoCRM.