Sending Email Notifications for a Trip Activity

Staff members and volunteers added to a trip activity are sent email notifications (with a .ics file as an attachment) about the trip activity details. The email helps recipients to be informed about the trip activity and make their travel plans appropriately.

Following topics describe the methods to send email notifications for a trip activity:

Email notifications are automatically sent to staff members and volunteers added to a trip based on the following conditions in the Trip Activity - Send Email workflow:

  • The parent trip record status is Approved.
  • The status of the trip activity is updated as Confirmed.

The conditions in the Trip Activity - Send Email workflow to send email notifications can be customized based on business requirements. By default, the workflow is disabled. You can enable the Trip Activity - Send Email workflow to automatically send email notifications for a trip activity to staff members and volunteers.

In addition to the automatic method of sending email notifications, the owner of a trip, the owner's manager, administrator or any staff member who has the required permissions can manually send email notifications to staff members and volunteers of the trip activity. This can be achieved by clicking the Send Email button displayed on the Trip activity page.

The Send Email button will be available to users who are not the owner of the trip when the following conditions are met:

  • The owner of the trip has selected the Allow other Microsoft Dynamics 365 users to send email on your behalf option in the Email tab of the Set Personal Options page in Dynamics 365 (Settings > Options).

  • The owner of the trip has shared the Trip/Trip Activity record with Read and Write access to the user.
  • The Send Email as Another User privilege (under Business Management > Miscellaneous Privileges) is selected for the user’s role.

Further, in a scenario where an email notification is already sent to staff members and volunteers of a trip activity either manually or automatically, if the trip activity details are updated later and the Send Email button is clicked, recipients will receive an updated .ics file for the existing calendar invite.

Following is a sample format of the email that is sent to recipients:

Hi Team,

This is to inform you that <Trip Activity Name> has been planned from <Start Date/Time> to <End Date/Time> ( Time zone).

Location: <Location of the Trip Activity>.

Please plan your activities accordingly.

Thanks,

<Owner name>

The email format can be customized by editing the action tripactivitysendemailaction (Settings > Process Center > Processes).

The .ics file includes the following information:

  • The Subject field has the trip activity name.
  • The Location field has the location of the trip activity from its appointment or event.
  • The start and end date / time (with time zone) details of the trip activity as inherited from the appointment or event.

Recipients can use the .ics file in Microsoft Outlook to configure a meeting related to the trip activity.

External Link

Microsoft Documentation on Workflows