Navigate to the Documents tab and then to the Email Distribution Tab.

From here, to create an Email Workflow, navigate to the Email Workflow tab. This will display all Email Workflows that have been created and will also allow the user to create a new workflow.

Navigate to the Documents tab and then to the Email Distribution Tab.

 To create an Email Workflow, go to the Email Workflow tab where you can view existing workflows and create a new one. 

Click "Create Workflow" button to start to process of creating a new Email Workflow.

An Email Workflow is made up of 7 steps. The first step is called the "Details" step and is mandatory. In this step, the user will provide information about the workflow by completing the workflow details section.

To create a descriptive name for your workflow, click on the "Name" field and enter a name that accurately reflects the workflow's purpose.

Next, click on the "Code" field and add a unique code for your workflow.

Finally, click on the "Description" field and write a brief description explaining your workflow's purpose.

All three fields are mandatory and must be completed before going to step 2.

The "Template Generation" step automatically generates templates based on segmentation inputs. This step requires three dropdown selections.

The 'Investment Vehicle Type' field will populate a drop-down list where the user can select the investment vehicle type. This can be either an Account, Benchmark, Class or Fund.

The 'Investment Vehicle Display Name' field will populate a drop-down list of all the properties available for the selected investment vehicle type selected in the previous drop-down.

Click the "Select Segmentation List" field. This drop-down should provide the user with a drop-down list of all relevant segmentation lists of the selected investment vehicle type. 

When selecting the drop-down icon for the 'Select Segmentation List' the user should be able to select multiple segmentation lists.

After the user has completed each of the fields in the "Template Generation" step, they can select the 'Next' button to proceed to step 3.

The third step in the Email Workflow process is the "Attachments" step. 

Here, the user has the option to attach documents to their emails. Depending on their choice, the relevant option can be selected. If the user decides to attach documents to their emails, they can create Document Rules. 

These rules dictate which documents should be attached to the email, based on the selected investment vehicle.

Enter a Rule name and click "Add Rule" to add the Document Rule.

Once the user has selected the option to add the rule, they can click "+ Add Condition" to create a condition to which the rule should apply.

The user can delete any Document Rule that has been created by selecting the Trash icon.

The first drop-down field should provide the user with a list of all the Document Meta items that are available from the Data Dictionary within the Client Instance.

The user should be able to select any of these items within the drop-down list to use within their condition.

The second dropdown menu will offer the user two choices: 'Link' and 'Match'. 

If the user selects 'Link', they can link a Document Meta to an allowed value. 

On the other hand, if they choose 'Match', they can match a Document Meta to an allowed value.

Select one of the options from the drop-down list as the action.

Once a user has selected a Document Meta and an Action, an additional field will be populated where the user can add Allowed Values to their condition.

Selecting the drop-down icon next to the 'Add Allowed Values' field, will provide the user with a list where they can select the relevant value to match/link their Document Meta.

The user can add multiple conditions to one rule by clicking "+ Add Condition" under the last condition that has been created.

Each one of these conditions can also be removed, by selecting the 'x' next to the specific condition.

Once all the conditions for the Document Rule have been created, the user can click "Next" to proceed to step 4 in the Email Workflow process.

The fourth step in the Email Workflow process is called "Distribution List".

In this step the user can select the distribution list type that the emails generated from this workflow will send to.

Select a Distribution List from the drop-down list.

Click "Next" to proceed to step 5 in the Email Workflow Process.

The fifth step in the Email Workflow process is called "Approval".

In this step the user can either select if they want to manually approve emails before being sent or if no approval is required before sending the emails.

If they user selects the option to approve before sending, they will need to manually approve each email in the Distribution Center when the Email Workflow has been generated.

Click "Next" to proceed to step 6 in the Email Workflow Process.

The sixth step in the Email Workflow Process is called "Tags" and this step is optional.

In this step the user can create either Workflow Tags or Dynamic Tags. To add a Workflow Tag or Dynamic Tag, select the "+Add Tag" button in the relevant section.

Workflow Tags act as placeholders that allows an user to include content relevant to all emails. In this step the user should be able to define a generic tag name and list all the corresponding allowed values.

When generating the emails, the user will be prompted to select a single value per tag to tell the system which content to insert specific to the email.

Add a Tag Name in the input field and click the "Allowed Values" field to enter any relevant allowed values.

The user can add multiple Workflow Tags by selecting the "+Add Tag" button. A Tag can also be removed by selecting the 'x' next to a tag.

Dynamic tags act as placeholders which allow the system to automatically personalise each email generated from the workflow.

The user can define unique dynamic tag names and link it to the predefined investment vehicle properties. These dynamic tags can also be used in the body of your email template in step 7.

Click "Add Tag" to add a Dynamic Tag.

Add a Tag Name in the input field and click the "Select Property" drop-down to populate a list of all predefined investment vehicle properties.

The user can add multiple Dynamic Tags by selecting the "+Add Tag" button. A Tag can also be removed by selecting the 'x' next to a tag.

The user can select the "Next" button to proceed to the last step in the Email Workflow process.

The last step in the Email Workflow is called "Template" and here the user can create an Email subject as well as create an Email Template with the Template Builder.

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This guide provides step-by-step instructions on how to create an email distribution workflow. It covers all the necessary steps, from creating a workflow and generating templates, to attaching documents, selecting a distribution list, setting up approval processes, and creating tags for personalized emails. Following this guide will help users efficiently set up and customize their email distribution workflow.

Create Email Distribution Workflow