As an administrator or a user with the Add Attachment permission, you can create a new mailto attachment.
Mailto links allow stakeholders to generate an email with set parameters to allow users of a process to easily send emails to recipients based on the parameters that were entered.
Add a New Mailto Link
Open the item you want to add an attachment to
Open the Add Attachment pop up
Right click on an activity node
Click on the options icon next to the activity title in the diagram content menu
Click on the options icon next to the activity title in the magnifying glass
Click Add Attachment
Change the tab to Mailto
Add all necessary detail to the fields
The mailto attachment cannot be saved without a title and to address
Click Add Attachment
The mailto attachment will appear below the activity in the diagram content
Users can click on the link to be taken to their email application with all added information automatically entered. All users need to do is click send and the email will be sent to all recipients that were added when the link was created.
When a mailto is created, the user can format the body to a particular spacing. The spacing will be remembered and when the mailto is clicked on the email will open with the format set in the body.
In order to reposition a mailto within an activity, drag and drop the item to a new position.
To delete a link from a process or value stream, click on the cog beside the attachment title and select Delete Attachment and select Yes.
To edit a mailto link in a process or value stream, the owner of the attachment or an administrator can change the attachment details. Users that are a stakeholder on a process or value stream but are not the owner or administrator can only move the attachment to a new activity or change it to a different existing attachment. To edit an attachment, click on the cog beside the attachment title and select Update Attachment.
Note: When a mail to attachment is created, a new attachment link type is automatically added to the attachment link types in settings. This attachment link type is unique and cannot be changed as the specific settings are required for the email template to work as expected.