question Send email to multiple selected records from List in Developer forum

Send email to multiple selected records from List

Johannes Coetse — Wed, 08 Nov 2017 07:05:05 GMT

Good day all,

I created a new Application which will just be a database for records of companies. Communication to these companies will be a requirement especially bulk communication via email.

Requirement is to send bulk emails from List view of records after filtering the records to the ones we want the email to be sent to.

The email client UI Page should appear when selecting the List UI Action.

Here is my requirement in screenshots:

Select records in list and then choose UI Action.

UI Action should then query the email address field on all selected records and open the Email Client UI Page populating the BCC field with the email address of each selected record.

Is this possible and what are my steps to create this? UI Action > Business Rule for query > Script include?

Thank you in advance

Regards,

Johannes Coetsee

Re: Send email to multiple selected records from List

Johannes Coetse — Wed, 08 Nov 2017 07:06:37 GMT

I have already enabled the email client for my custom table and can send emails from the form view to single records

Re: Send email to multiple selected records from List

Johannes Coetse — Wed, 08 Nov 2017 10:22:01 GMT

I've managed to Query the email addresses using the UI Action with this UI Action script:

var gr = new GlideRecord("table_name");

   gr.addQuery("u_email_address_1", current.u_email_address_1); 

   gr.query();

   if (gr.next()) {

       gs.addInfoMessage(gr.u_email_address_1);

   }

Next step is to open the Email Client UI Page with all the email addresses inserted into the BCC field.

UI Action can only call one function at a time form what I can see....

Select records and click UI Action

Info message displays field values

Re: Send email to multiple selected records from List

Johannes Coetse — Fri, 10 Nov 2017 06:26:34 GMT

It seems nobody has had this functionality requirement

I've been able to get a workaround by using two new form fields and a workflow with notification but still lack ability to attach files to the notification.

I've also realised the BCC populate will not work. Would require the email to rather loop through all selected records and insert the Number into the Subject line and then only the subject details and body so that the receiver of email can reply back with the watermark related to the relevant record.

Re: Send email to multiple selected records from List

Ashutosh Munot1 — Fri, 10 Nov 2017 08:43:22 GMT

Hi Johannes,

Where you want this option. Is it your custom table and which field refers to User record so that we can fetch email Id.

Thank you,
Ashutosh Munot

Re: Send email to multiple selected records from List

Johannes Coetse — Fri, 10 Nov 2017 11:31:01 GMT

Hi Ashutosh,

This is a custom table yes.

The email address is actually on the record's table itself.

There are 3 email addresses on the table but only require to send to the primary contact email address which is table.u_email_address_1

The records on the table is just a database of 3rd party companies. The companies do not login to ServiceNow at this stage and all the company records are updated by a single administrator. These companies were all in a Excel doc.

In future the application will be changed so that these Companies can actually login to SN and update their own details but for phase 1 it's just a collection of records.

Let me know what additional info you need.

It seems I'll need to create a UI Page which links to the sys_email table's subject and body. Then query all the selected record's email address field and finally call a email template for the dynamic values like Company name and company record number (for watermark) then combine the UI Page inputs with the template and loop through all the records sending the email out.

Re: Send email to multiple selected records from List

Johannes Coetse — Fri, 10 Nov 2017 11:34:02 GMT

How the form looks. Email address to be used for bulk email sending is the top one.

Re: Send email to multiple selected records from List

Johannes Coetse — Fri, 02 Feb 2018 06:23:07 GMT

We have abandoned this for now.