Email: Recipients

The Recipients sub-tab allows you to specify individuals or defined email groups to receive an email though the Email action. These recipients can be in addition to event recipients that receive the email based on their association with the affected record.

Using the options on the Recipients sub-tab, you can specify the conditions under which the individual or group should receive the email. The notification can be sent whenever the rule is invoked, or only when no computed associated recipients are involved.

Designate individual recipients for a rule:

1. Ensure the Email action is selected.

2. Click the Recipients sub-tab.

3. To select a defined Maintenance Connection Email Group, click the first Email Group field and select the desired group.

4. Specify that an individual or email group should receive an email whenever the rule is invoked (regardless of whether or not an associated recipient is sent an email), choose between two options:

   • Enter the email address in the Additional Recipients field in the top section of the tab.

     Use a comma to separate addresses. The designated recipients will each receive an email, as will any additional event recipients. Alternatively, you can click the Add button to select members of Maintenance Connection or individuals already in your address book.

   • Use the Add function:

     1. Click the Add button above the Additional Recipients field.

        The Select Recipients window opens, prompting you to select recipients.

     2. Choose a filter from the field in the upper-left part of the window.

        The filter options include My Address Book, Contacts, Labor (Employees), Labor (Contractors), and Requesters.

        The list refreshes with the appropriate individuals listed. Records shown as disabled do not have an email address on file.

     3. Double-click the individuals you want to add.

        The individuals are added to the field on the right.

        If you have added an individual in error, double-click the name in the field on the right and the individual will be removed from the list.

     4. Click Apply.

        The Recipients window appears with the individuals you selected.

5. To specify that an individual or group should receive an email only when notification is not sent to an associated recipient, repeat steps 3 and 4 for the bottom half of the window.

6. Access the other Send Email tabs and make changes as needed: Settings, Event Recipients, Message Content, and Attachments.

7. Click Save.