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Use XML Variables in the Approval Email Template

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  • Last UpdatedJun 10, 2024
  • 3 minute read

Email templates can be used to display the values of the XML variables that have been created in a workflow.

Consider that 'Users' XML Variable of type XMLDocument is created in the Start activity and schema is as follows:

The scenario requirement is that during the workflow execution, the user wants to display the following values during the workflow execution:

  1. ID is updated to 1029.

  2. Email is updated to John.Smith@domain.com

  3. Name is updated to John.

  4. Display these XML variable's value after Submitted on row in the Task Details Table.

Solution

To display this the XML Variable's value in Approval email and to display these variable's value after "Submitted on" row in the Task Details Table:

Steps:

  1. Copy AprovalEmail.html file.

  2. Use the <%#XmlVariables.variablename%> placeholder in the html template for viewing the  XML Variable's value. Where <variablename> is a name of the XML variable.

    Since the 'Users' XML Variable contents the ID, Email and Name, use the following XML Variables in the AprovalEmail.html  template, where the values are to be displayed.

    <%#XmlVariables.Users.User.ID%>

    <%#XmlVariables.Users.User.Email%>

    <%#XmlVariables.Users.User.Name%>

    The highlighted portion in the below code displays the position where the above placeholders to be 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>


    <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%>&nbsp;<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 WorkflowManagementInstalledFolder/Locales/en-US/EmailTemplate.txt

    and use the key in this html.

    EG: Let EmailUserDefinedName be the Localization key in WorkflowManagementInstalledFolder/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%">[&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;]</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%">[&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;]</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>

    1. The actor will get the mail in the defined format for the above template.

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