Send Customer Statement Email with Attachment via Scheduled Workflow

User requires to automate process of sending Customer Statement emails automatically via Scheduled Workflow. This is possible by creation of custom entity field, saved search and scheduled workflow.

1. Create Custom Entity Field to act as a flag in Saved Customer Search Results

1. Navigate to Customization > Lists, Records, & Fields > Entity Fields > New
2. Label: Enter Label
   Example: Customer Statement Email
3. Type: Select Check Box
4. Store Value: Enter Checkmark
5. Navigate to Applies To
   • Customer: Enter Checkmark
6. Click Display
   • Subtab: Select Main
7. Click Save

2. Create Saved Customer Search with Open Balances

1. Navigate to Lists > Search > Saved Searches > New
2. Click Customer
3. Search Title: Enter Title
   Example: Customer Wants Statement Email
4. Click Criteria 
5. Click Standard
6. Filter: 
   1. Select Customer Statement Email (Custom)
   • Customer Statement Email: Select Yes
   • Click Set
   1. Select Balance
   • Balance: Select greater than
   • Value: Enter 0.00
   • Click Set
7. Click Results
   • Sort By: Select ID
8. Click Columns
9. Click Remove All
10. Field:
    • Select ID
    • Select Name
    • Select Email
    • Select Customer Statement Email (Custom)
    • Select Balance
11. Click Available Filters
12. Filter: 
    • Select Customer Statement Email (Custom)
    • Show in Filter Region: Enter Checkmark
13. Сlick Save & Run

3. Create ScheduledWorkflow 

1. Navigate to Customization > Workflow > Workflows > New 
2. Basic Information:
   • Name: Enter Send Balance Emails
   • Record Type: Select Customer
   • Sub Types: Select Customer
   • Execute as Admin: Enter Checkmark
   • Release Status: Select Released
   • Keep Instance and History: Select Always 
   • Enable Logging: Enter Checkmark
3. Initiation:
   • Scheduled: Enter Checkmark
4. Schedule:
   • Saved Search Filter: Select Customer Wants Statement Email
   • Repeat: Enter Checkmark
   • Frequency: Select Weekly
   • Scheduled From Date: Select Todays Date
5. Weekly Schedule:
   • Repeat Every: Enter 1 week(s)
   • Monday: Enter Checkmark
6. Click Save

4. Create State 1 with 1 Send Email Action

1. Click State 1
2. Bottom Right corner: Click New Action
3. Click Send Email
4. Basic Information:
   • Trigger On: Select Entry
5. Condition:
   • Saved Search Condition: Select Customer Wants Statement Email
6. Parameters:
   • Sender:
     • Specific Sender: Select Currently Logged User (Employee)
   • Recipient:
     • Send to Current Record: Enter Checkmark
   • Content:
     • Custom: Enter Checkmark
     • Subject: Enter Your Company Statement
     • Body: Enter Required Text
   • Attachment:
     • File: Enter Checkmark
     • Include Statement: Enter Checkmark
     • Type: Select PDF
7. Click Save
8. Click Save