Use Variables in the Approval Email Template
- Last UpdatedJun 10, 2024
- 5 minute read
Email templates can be used to display the values of the variables that have been created in a workflow.
Consider that a variable of type string by name 'Status' is created in Start activity and its value is updated as "Variable, status is updated". User wants to do the following:
-
Display the variable's value in Approval email.
-
Display the variable's value after Submitted on row in the Task Details Table.
Solution
To display this variable's value in Approval email and to display the variable's value after Submitted on row in the Task Details Table:
Steps:
-
Copy ApprovalEmail.html file.
-
Use the <%#Variable.Variablename%> placeholder in the html template for viewing the variable's value, where <Variablename> is a name of the variable.
Since the variable name is "Status", the placeholder to be used is <%#Variable.Status%> where the value is to be displayed. The highlighted portion in the following code displays the position where the <%#Variable.Status%> placeholder is added.
<html>
<head>
<meta http-equiv="Content-Type" content="text/html; charset=iso-8859-1" />
<title>Mailer</title>
<style type="text/css">
<!--
.style2 {
font-family: Arial, Helvetica, sans-serif;
font-size: 11px;
}
.style4 {
font-family: Arial, Helvetica, sans-serif;
font-size: 15px;
font-weight: Normal;
color: #333333;
}
.Username {
font-family: Arial, Helvetica, sans-serif;
font-size: 13px;
font-weight: Bold;
color: #333333;
}
.subject {
font-family: Arial, Helvetica, sans-serif;
font-size: 13px;
font-weight: Bold;
color: #333333;
}
.style8 {
color: #FF3300;
font-weight: bold;
}
.style9 {font-family: Arial, Helvetica, sans-serif; font-size: 11px; font-weight: bold; }
-->
</style>
</head>
<html>
<head>
<meta http-equiv="Content-Type" content="text/html; charset=iso-8859-1" />
<title>Mailer</title>
<style type="text/css">
<!--
.style2 {
font-family: Arial, Helvetica, sans-serif;
font-size: 11px;
}
.style4 {
font-family: Arial, Helvetica, sans-serif;
font-size: 15px;
font-weight: Normal;
color: #333333;
}
.Username {
font-family: Arial, Helvetica, sans-serif;
font-size: 13px;
font-weight: Bold;
color: #333333;
}
.subject {
font-family: Arial, Helvetica, sans-serif;
font-size: 13px;
font-weight: Bold;
color: #333333;
}
.style8 {
color: #FF3300;
font-weight: bold;
}
.style9 {font-family: Arial, Helvetica, sans-serif; font-size: 11px; font-weight: bold; }
-->
</style>
</head>
<body>
<form id='Form1' action='<%#EmailURL%>' method='post' >
<table width="700" border="0" align="left" cellpadding="0" cellspacing="1" bgcolor="#CCCCCC">
<tr>
<td valign="top"><table width="100%" border="0" cellpadding="5" bgcolor="#FFFFFF">
<tr>
<td><span class="Username"><%#locSalutation%> <strong><%#ActorName%></strong></span>,
<p class="style2"><%#locMailDescription%></p></td></tr>
<tr>
<td bgcolor="#FFFFFF" class="style2"><%#Notes%> </td>
</tr>
<!-- Appropriate sender details can be passed to the mail by using the sender detail contents as follows
A few are listed below
<%#Value.SendTo.UserDisplayName%>
<%#Value.SendTo.UserEmail%>
<%#Value.SendTo.UserId%>
Contents declared in Start Activity can also be used in a similar way.
XML Variables can also be used.
Variables defined in Start Activity can also be used pass the values to the mail.
Pre-defined variables can also be used.
A few are listed below.
<%#Variable.SubmittedBy.UserId%>
<%#Variable.SubmittedBy.UserName%>
<%#Variable.SubmittedBy.UserDisplayName%>
To make use of localization, Create a Key and its value in SkeltaInstalledFolder/Locales/en-US/EmailTemplate.txt
and use the key in this html.
EG: Let EmailUserDefinedName be the Localization key in SkeltaInstalledFolder/Locales/en-US/EmailTemplate.txt
Use the above key in html as @@EmailUserDefinedName@@ to get its localized value.
TO TRY OUT THE ABOVE POINTS, JUST UNCOMMENT THE NEXT COMMENTED PORTION OF CODE.
-->
<!--<tr>
<td bgcolor="#EBEBEB" class="style4">Resource Details</td>
</tr>
<tr>
<td>
<table width="100%" border="1" cellpadding="6" cellspacing="0" bordercolor="#CCCCCC" bgcolor="#FFFFFF" class="style2">
<tr>
<td width="21%" bgcolor="#EFEFEF">@@EmailUserDefinedDepartment@@</td>
<td width="79%" bgcolor="#EFEFEF"><%#Variable.SubmittedBy.UserDepartment%></td>
</tr>
<tr>
<td width="21%">@@EmailUserDefinedEmail@@</td>
<td width="79%"><%#Variable.SubmittedBy.UserDisplayName%></td>
</tr>
</table>
</td>
</tr>-->
<tr>
<td bgcolor="#EBEBEB">
<span class="style4"><%#loctaskInfo%></span>
</td>
</tr>
<tr>
<td valign="top" bgcolor="#FFFFFF">
<table width="100%" border="0" cellspacing="0" cellpadding="1">
<tr>
<td width="50%">
<table width="100%" border="0" cellpadding="1" cellspacing="0" bgcolor="#999999">
<tr>
<td>
<table width="100%" border="1" cellpadding="6" cellspacing="0" bordercolor="#CCCCCC"
bgcolor="#FFFFFF" class="style2">
<tr>
<td width="21%" bgcolor="#EFEFEF">
<b><%#locName%></b></td>
<td width="79%" bgcolor="#EFEFEF">
<%#TaskName%></td>
</tr>
<tr>
<td>
<b><%#locDescription%></b></td>
<td>
<%#Description%></td>
</tr>
<tr>
<td bgcolor="#EFEFEF">
<b><%#locSubmittedBy%></b></td>
<td bgcolor="#EFEFEF">
<%#Submitedby%></td>
</tr>
<tr>
<td>
<b><%#locSubmittedOn%></b></td>
<td>
<%#SubmittedDate%> <%#SubmittedTime%></td>
</tr>
</tr>
<tr>
<td bgcolor="#EFEFEF">
<b>User ID</b></td>
<td bgcolor="#EFEFEF">
<%#XMLVariables.Users.User.ID%></td>
</tr>
<tr>
<td>
<b>User Email</b></td>
<td>
<%#XMLVariables.Users.User.Email%></td>
</tr>
<tr>
<td bgcolor="#EFEFEF">
<b>User Name</b></td>
<td bgcolor="#EFEFEF">
<%#XMLVariables.Users.User.Name%></td>
</tr>
</table>
</td>
</tr>
</table>
</td>
</tr>
</table>
<br />
</td>
</tr>
<tr>
<td bgcolor="#EBEBEB" class="style2"><%#locRepondInTwoWays%></td>
</tr>
<tr>
<td><table width="100%" border="0" cellpadding="4" cellspacing="0" class="style2">
<tr>
<td><strong><%#locRespondbyMail%></strong></td>
</tr>
<tr>
<td style="padding-left:20px"><i><%#locReplyToMail%></i>
<table width='95%' border='0' align='center' bgcolor='#EBEBEB' cellpadding='5' cellspacing='1' style="width: 100%; height: 25px;">
<tr>
<td class="style2" width='30%' bgcolor='#EBEBEB'>
<strong><%#locColumnName%></strong></td>
<td class="style2" width='30%' bgcolor='#EBEBEB'>
<strong><%#locUserInputs%></strong></td>
<td class="style2" bgcolor='#EBEBEB'>
<strong><%#locValidInputs%></strong></td>
</tr>
<tr valign="top">
<td class="style2" bgcolor='#FFFFFF' width="10%"><%#locComments%>:</td>
<td class="style2" bgcolor='#FFFFFF' width="10%">[ ]</td>
<td class="style2" bgcolor='#FFFFFF' width="20%" >[<%#locFreeText%>]</td>
</tr>
<tr valign="top">
<td class="style2" bgcolor='#FFFFFF' width="10%"><%#locTakeAction%>:</td>
<td class="style2" bgcolor='#FFFFFF' width="10%">[ ]</td>
<td class="style2" bgcolor='#FFFFFF' width="20%" ><%#locEnter%>:[<%#locApproveAction%>,<%#locRejectAction%>]</td>
</tr>
</table>
</td>
</tr>
<tr>
<td><strong><br /><%#locRespondByWeb%></strong></td>
</tr>
<tr>
<td style="padding-left:20px"><i><%#locWorkItemView%></i>
<br />
<a <%#workitemView%>><%#locWorkItemViewURLText%></a>
</td>
</tr>
</table></td>
</tr>
<tr bgcolor="#EBEBEB">
<td align="right" class="style2">
<span><a <%#docview%>><%#locDocViewURLText%></a></span>
|
<span><a <%#executionView%>><%#locExecutionViewURLText%></a></span>
</td>
</tr>
<tr>
<td bgcolor="#FFFFFF" class="style2"><%#locSignature%></td>
</tr>
<tr>
<td bgcolor="#FFFFCC" class="style2"><table width="100%" border="0" cellspacing="0" cellpadding="3">
<tr>
<td class="style2" width="95%"><span class="style8"><strong><%#locEmailSecurityWarning%></strong></span><br />
Workflow:{<%#ApplicationName%>:<%#EmailGUID%>:<%#WorkflowName%>}{WorkflowResourceActivityMail#3.5}{WorkflowFollowUp:<%#SkeltaFollowUpValue%>}{WorkflowReminderTime:<%#SkeltaReminderTimeValue%>}</td>
</tr>
</table></td>
</tr>
</table>
</td>
</tr>
</table>
</form>
</body>
</html>
<body>
<form id='Form1' action='<%#EmailURL%>' method='post' >
<table width="700" border="0" align="left" cellpadding="0" cellspacing="1" bgcolor="#CCCCCC">
<tr>
<td valign="top"><table width="100%" border="0" cellpadding="5" bgcolor="#FFFFFF">
<tr>
<td><span class="Username"><%#locSalutation%> <strong><%#ActorName%></strong></span>,
<p class="style2"><%#locMailDescription%></p></td></tr>
<tr>
<td bgcolor="#FFFFFF" class="style2"><%#Notes%> </td>
</tr>
<!-- Appropriate sender details can be passed to the mail by using the sender detail contents as follows
A few are listed below
<%#Value.SendTo.UserDisplayName%>
<%#Value.SendTo.UserEmail%>
<%#Value.SendTo.UserId%>
Contents declared in Start Activity can also be used in a similar way.
XML Variables can also be used.
Variables defined in Start Activity can also be used pass the values to the mail.
Pre-defined variables can also be used.
A few are listed below.
<%#Variable.SubmittedBy.UserId%>
<%#Variable.SubmittedBy.UserName%>
<%#Variable.SubmittedBy.UserDisplayName%>
To make use of localization, Create a Key and its value in SkeltaInstalledFolder/Locales/en-US/EmailTemplate.txt
and use the key in this html.
EG: Let EmailUserDefinedName be the Localization key in SkeltaInstalledFolder/Locales/en-US/EmailTemplate.txt
Use the above key in html as @@EmailUserDefinedName@@ to get its localized value.
TO TRY OUT THE ABOVE POINTS, JUST UNCOMMENT THE NEXT COMMENTED PORTION OF CODE.
-->
<!--<tr>
<td bgcolor="#EBEBEB" class="style4">Resource Details</td>
</tr>
<tr>
<td>
<table width="100%" border="1" cellpadding="6" cellspacing="0" bordercolor="#CCCCCC" bgcolor="#FFFFFF" class="style2">
<tr>
<td width="21%" bgcolor="#EFEFEF">@@EmailUserDefinedDepartment@@</td>
<td width="79%" bgcolor="#EFEFEF"><%#Variable.SubmittedBy.UserDepartment%></td>
</tr>
<tr>
<td width="21%">@@EmailUserDefinedEmail@@</td>
<td width="79%"><%#Variable.SubmittedBy.UserDisplayName%></td>
</tr>
</table>
</td>
</tr>-->
<tr>
<td bgcolor="#EBEBEB">
<span class="style4"><%#loctaskInfo%></span>
</td>
</tr>
<tr>
<td valign="top" bgcolor="#FFFFFF">
<table width="100%" border="0" cellspacing="0" cellpadding="1">
<tr>
<td width="50%">
<table width="100%" border="0" cellpadding="1" cellspacing="0" bgcolor="#999999">
<tr>
<td>
<table width="100%" border="1" cellpadding="6" cellspacing="0" bordercolor="#CCCCCC"
bgcolor="#FFFFFF" class="style2">
<tr>
<td width="21%" bgcolor="#EFEFEF">
<b><%#locName%></b></td>
<td width="79%" bgcolor="#EFEFEF">
<%#TaskName%></td>
</tr>
<tr>
<td>
<b><%#locDescription%></b></td>
<td>
<%#Description%></td>
</tr>
<tr>
<td bgcolor="#EFEFEF">
<b><%#locSubmittedBy%></b></td>
<td bgcolor="#EFEFEF">
<%#Submitedby%></td>
</tr>
<tr>
<td>
<b><%#locSubmittedOn%></b></td>
<td>
<%#SubmittedDate%> <%#SubmittedTime%></td>
</tr>
</tr>
<tr>
<td>
<b>Status</b></td>
<td>
<%#Variable.Status%></td>
</tr>
</table>
</td>
</tr>
</table>
</td>
</tr>
</table>
<br />
</td>
</tr>
<tr>
<td bgcolor="#EBEBEB" class="style2"><%#locRepondInTwoWays%></td>
</tr>
<tr>
<td><table width="100%" border="0" cellpadding="4" cellspacing="0" class="style2">
<tr>
<td><strong><%#locRespondbyMail%></strong></td>
</tr>
<tr>
<td style="padding-left:20px"><i><%#locReplyToMail%></i>
<table width='95%' border='0' align='center' bgcolor='#EBEBEB' cellpadding='5' cellspacing='1' style="width: 100%; height: 25px;">
<tr>
<td class="style2" width='30%' bgcolor='#EBEBEB'>
<strong><%#locColumnName%></strong></td>
<td class="style2" width='30%' bgcolor='#EBEBEB'>
<strong><%#locUserInputs%></strong></td>
<td class="style2" bgcolor='#EBEBEB'>
<strong><%#locValidInputs%></strong></td>
</tr>
<tr valign="top">
<td class="style2" bgcolor='#FFFFFF' width="10%"><%#locComments%>:</td>
<td class="style2" bgcolor='#FFFFFF' width="10%">[ ]</td>
<td class="style2" bgcolor='#FFFFFF' width="20%" >[<%#locFreeText%>]</td>
</tr>
<tr valign="top">
<td class="style2" bgcolor='#FFFFFF' width="10%"><%#locTakeAction%>:</td>
<td class="style2" bgcolor='#FFFFFF' width="10%">[ ]</td>
<td class="style2" bgcolor='#FFFFFF' width="20%" ><%#locEnter%>:[<%#locApproveAction%>,<%#locRejectAction%>]</td>
</tr>
</table>
</td>
</tr>
<tr>
<td><strong><br /><%#locRespondByWeb%></strong></td>
</tr>
<tr>
<td style="padding-left:20px"><i><%#locWorkItemView%></i>
<br />
<a <%#workitemView%>><%#locWorkItemViewURLText%></a>
</td>
</tr>
</table></td>
</tr>
<tr bgcolor="#EBEBEB">
<td align="right" class="style2">
<span><a <%#docview%>><%#locDocViewURLText%></a></span>
|
<span><a <%#executionView%>><%#locExecutionViewURLText%></a></span>
</td>
</tr>
<tr>
<td bgcolor="#FFFFFF" class="style2"><%#locSignature%></td>
</tr>
<tr>
<td bgcolor="#FFFFCC" class="style2"><table width="100%" border="0" cellspacing="0" cellpadding="3">
<tr>
<td class="style2" width="95%"><span class="style8"><strong><%#locEmailSecurityWarning%></strong></span><br />
Workflow:{<%#ApplicationName%>:<%#EmailGUID%>:<%#WorkflowName%>}{WorkflowResourceActivityMail#3.5}{WorkflowFollowUp:<%#SkeltaFollowUpValue%>}{WorkflowReminderTime:<%#SkeltaReminderTimeValue%>}</td>
</tr>
</table></td>
</tr>
</table>
</td>
</tr>
</table>
</form>
</body>
</html>
-
The actor will get the approval email in the defined format for the above template.
Note: Out of box variables such as <%#Variable.SubmittedBy.UserId%>, <%#Variable.SubmittedBy.UserName%>, and <%#Variable.SubmittedBy.UserDisplayName%> can be used for Active Directory provider.