I am working on creating some additional Facilities Requests for our Facilities teams to handle work orders. I have copied the provided Facilities Request Workflow and am making the needed changes. I have run into a need to have my Workflow send an email to the members of a group. The 'Send Email' action type lets you manually enter SMTP address(es) or reference an attribute value. It doesn't appear that you can target a Group and have emails sent to each group member.

If there is an easy way, please let me (us, the community) know. Or, this could be a call/request for a 'Send Email to Group' Workflow Action.

I have, however, created a workaround that I wanted to share.

First, there are three Workflow Attributes that you will need. 1) an attribute to hold the Group you want to target, 2) an attribute to hold the raw email address list, 3) an attribute to hold the trimmed email address list. I found that, when manually entering email addresses in the 'Send Email' action, a comma-delimited list works for sending email to multiple recipients. This delimited list must be well-formed, though... no trailing commas, for example.

I set the 'Worker Group' attribute default value to be the group that I will be sending email to in my workflow.

I then have three actions that create and send the email to the group members. The first action is a 'Set Attribute Value' configured like this:

As you can see, the magic happens thanks to the power of Lava! The full text of the "Text Value" field is:

{% assign grp = Workflow | Attribute:'WorkerGroup','Object' %}{% for member in grp.Members %}{% if member.Person.IsEmailActive == true and member.GroupMemberStatus == 1 and member.Person.RecordStatusValue.Name != empty and member.Person.RecordStatusValue.Name != 'Inactive' and member.Person.Email != '' %}{{ member.Person.Email | Downcase }},{% endif %}{% endfor %}

Briefly, this Lava assigns the WorkerGroup, as an object, to the 'grp' variable. Then, I loop through the .Members collection of that grp variable. For each 'member', I do various checks and then add the SMTP address followed by a comma. Once complete, this creates a string similar to 'email1@abc.com,email2@xyz.com,' and stores it in the Group Member Emails attribute.

That trailing comma is a problem, so I have to get rid of it. The next action does that for me.

Once again, Lava works well here. The full text is:

{% assign valLength = Workflow.GroupMemberEmails | Size | Minus:1 %}{{ Workflow.GroupMemberEmails | Truncate:valLength,'' }}

This just gets the length of the email list string, subtracts one, and truncates the string to that shorter length. It then stuffs this new string into the 'Group Member Emails Trimmed' workflow attribute.

Lastly, I use the 'Send Email' action type and target my 'Group Member Emails Trimmed' attribute value for the 'Send To Email Address'.