Send Email Action

Instructions

Step 1: Create the Action

• Go to your SharePoint list or library
• Open Ultimate Forms Design → Actions
• Click New Action
• Choose action type: Send Email
• Name your action, e.g., Notify on Attachment Upload

Step 2: Configure Trigger

Choose when email should be sent:

• On item add/edit/delete
• Attachment added or deleted
• Manual or timer triggers

📎 Use Case: Set for “Attachment added” to notify when a new file is uploaded

Step 3: Add Conditions (optional)

Use conditions to send the email only when specific logic applies.
Example:

[Status] = Approved AND [Attachments] is not empty

This ensures the email only sends when needed.

Step 4: Set Email Details

Here's a real example for a file upload notification:

• To: [Created By]
• CC: manager@yourcompany.com
• From: noreply@yourdomain.com (required on SharePoint Online)

  • Must be a valid Exchange Online mailbox or shared mailbox

  • On on-premises, this field is optional

• Subject: New Attachment Uploaded: [Title]
• Body:

                 Hello [Created By],

                 A new attachment has been added to your item "[Title]".

                 View the item here: [Item URL]

                 Uploaded Files: [Attachments]

                 Regards, 

                 SharePoint System

• You can format the body using the rich text editor (bold, lists, tables, links, etc.).

Tip: Use tokens like [Title], [Created By], [Item URL], or [Attachments] to inject dynamic content directly into your emails.

Step 5: Save and Test

1. Click Save
2. Upload a test attachment to your list item
3. Check your inbox (or the recipient’s)
4. Use Action History to troubleshoot or confirm success

Tips & Best Practices

• Use Person/Group columns to dynamically route messages
• Always test email actions with your own email first
• Include [Item URL] to help users quickly open the item
• Use Action History to confirm delivery status or review failures

Watch this quick video walkthrough from Infowise: