Add the Email Addresses of Contacts from Customer Sublist as Recipient in Workflow

User wants to send an email to the Customer’s multiple Contacts listed in their Customer record sublist after creating a record.

Solution

1. Create a Custom Record which will Hold the Email Template
2. Navigate to Customization > List, Records & Fields >  Record Types > New
3. Name: Enter Name
4. Example: Email Template Record
5. Click Save & Edit
6. Click Fields
7. Click New Field
8. Label: Enter Label  
9. Example: Email Template
10. Store Value: Enter Checkmark
11. Type: Select Long Text
12. Click Save & New
13. Label:  Enter Label
14. Example: Email Template Name
15. Store Value: Enter Checkmark
16. Type: Select Free Form Text
17. Click Save
18.  
19. Create Custom Transaction Body Field for Name of Email Template
20. Navigate to Customization  > List, Records & Fields >  Transaction Body Fields > New
21. Name:  Enter Name
22. Example: Email Template on Record
23. Store Value: Remove Checkmark
24. Type: Select List/Record
25. List/Record: Select the Custom Record created from Step 1
26. Click Save
27.  
28. Create Email Template Custom Transaction Body Field
29. Navigate to Customization  > List, Records & Fields >  Transaction Body Fields > New
30. Name:  Enter Name
31. Example: Email Template on Record
32. Store Value: Remove Checkmark
33. Type: Select Long Text
34. Click Sourcing & Filtering
35. Source List: Select Custom Record created from Step 1
36. Source From: Select Custom Transaction Body Field created from Step 2
37. Click Save
38.  
39. Create Saved Search
40. Navigate to Lists > Search > Saved Searches > New
41. Click Contacts
42. Search Title: Enter Title
43. Example: Emails of Subcontacts
44. Click Criteria
45. Click Standard
46. Filter: 

• Select Customer Fields…

1. Select Name/ID
2. Name/ID: Select is not empty
3. Click Set
4. Click Results
5. Click Columns
6. Field: 
7. Note: For every required field use the drop-down menu to select it and once adjusted click Add if needed.

• Select Formula (Text)
• Summary Type: Select Minimum
• Formula: Enter NS_CONCAT(DISTINCT{email})

1. Click Available Filters
2. Filter: 
3. Note: For every required field use the drop-down menu to select it and once adjusted click Add if needed.

• Select Customer Fields…

1. Customer Filter: Select Internal ID
2. Show in Filter Region: Enter Checkmark
3. Click Save & Run
4.  
5. Create Custom Entity Field
6. Navigate to Customization > Lists, Records & Fields > Entity Fields > New
7. Label: Enter Label
8. Example: Contact Emails
9. Store Value: Remove Checkmark
10. Click Applies To
11. Customer: Enter Checkmark
12. Click Validation & Defaulting
13. Search: Select the Saved Search created from Step 1
14. Click Save
15.  
16. Create Workflow
17. Navigate to Customization > Workflow > Workflows > New
18. Basic Information:

• Name: Enter Name
• Example: Send Email Workflow
• 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

1. Initiation: Select Event Based
2. Event Definition: 

• On Create: Enter Checkmark
• On View or Update: Enter Checkmark
• Trigger Type: Select  -All-

1. Click Save
2. Click State 1
3. Bottom right corner: Click New Action
4. Click Send Email 
5. Basic Information:

• Trigger On: Select After Record Submit

1. Parameters:

• Recipient: Select From Field

1. Record (Join Field): Select Customer
2. Field: Select Custom Entity field created from Step 2
3. Click Save