Templates - Email Send Outbound Configuration

Rebekah Garner
Rebekah Garner
  • Updated

Claravine can automatically generate a file with the data from every submission. Administrators can design the emailed file, what data to include in the file, and where to send it per template.


To add email send to a template: 

  1. Click Settings on the Navigation menu.

  2. Click Templates in the Sub-Navigation menu. 
             The Templates page displays.

  3. Click Step 3 - Connect.

  4. Click  to add a new outbound integration.Select the Connected Account to map to design the outbound file format to apply to submission data out of Claravine.

  5. Click Email Send mceclip1.png.
         The Email Send configuration section displays.

  6. Enter the Integration Name. If no value is entered, Claravine will default the Integration Name to the Template name.

    Email Configuration

  7. Enter email addresses in the To, CC, and BCC fields to copy on every submission using this template. Press the Enter key after entering each email address to save it.  
    mceclip3.png If the email address doesn’t turn into a gray pill with the email in it, it’s not yet accepted.

  8. Enter the Email Subject Line.  If you want to use one of the metadata fields available in the Subject line, click the Insert button.  Available options are:  Template Name, Submission Name, Submitted At, Submitted By.  You can select more than one of the options.
    If no value is entered, Claravine will default the Subject Line to "Submission made for {Template Name}".

  9. Check the box to send a copy of the email to the submitter.

    Export File Configuration


  10. Define the Filename. Add text your own text, or click the Insert button to select Template Name, Submission Name, Submitted At, or Submitted By to add one or more of these dynamic values to the generated Filename. (Submitted at will return YYYY-MM-DD_HH-MM-SS in UTC). 

  11. Select the File Type. Options are CSV, XLSX, JSON. You may select more than one file type.

  12. Select the Delimiter. Options are comma (,), semicolon (;), tab, and space.

  13. Check the box to Include Summary Header in the file output, or exclude it to begin the file with the field headers. The Summary Header includes:
    • Date
    • User Name
    • Targets
    • Template

  14. File configuration options are Custom or Default Summary.

    1. Default Summary matches the schema in Step 2 Define and Govern schema.
      mceclip3.png If the visible box is unchecked in the schema, it will not be included in the file.

    2. Custom allows field-specific changes:
      1. Include or exclude the field from the file
      2. Change the Output Label/column header
      3. Manually drag the tile to change the order
      4. Transform menu: Update all Output Labels to:
        • Replace spaces with underscores
        • Replace underscores with spaces
        • Lowercase
        • Uppercase
      5. Meta Field menu: Add a new meta field to match file output requirements:
        • Template Name
        • Submitter Name
        • Submitter Email
        • Created Date
        • Updated Date
        • Empty

  15. Click Save to save the template.





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