How to check if contact's email address is not empty in process definition?

RE: How to check if contact's email address is not empty in process definition?

Luke Ridgway — Thu, 21 Sep 2023 14:17:15 GMT

Great to know, thanks Andre Serrazina !

RE: How to check if contact's email address is not empty in process definition?

Andre Serrazina — Thu, 21 Sep 2023 14:14:50 GMT

Hello Luke Ridgway and Hatim Alam ,

I am happy you've guys sorted this out.

Just wanted to add something here, the ability to use the email_address in the process start event was already raised in the past and it's documented as the following idea.

#81938 ( portal.sugarondemand.com/ )

I'll link this post to the Idea to raise it's visibility.

Thanks for sharing your scenarios.

André

RE: How to check if contact's email address is not empty in process definition?

Luke Ridgway — Wed, 20 Sep 2023 13:53:27 GMT

Hatim Alam - That is great, thank you.
I did struggle with UI in BR - not very clear, but your post above was helpful.

It worked! 🙌

I am just backtracking through my Process next to make sure I understand it all.

Thank you so much - I think I can implement BR in some other places now I tink I understand it better.

Luke.

RE: How to check if contact's email address is not empty in process definition?

Hatim Alam — Wed, 20 Sep 2023 11:35:31 GMT

Hi Luke Ridgway ,

You can define the field update directly in the "Conclusions" section in Process Business Rule.

Eg: if email address is not empty, set External Member ID as Email Address.

Documentation: support.sugarcrm.com/.../

RE: How to check if contact's email address is not empty in process definition?

Luke Ridgway — Wed, 20 Sep 2023 10:49:35 GMT

Hopefully you don't mind me adding a further question on the business rule... I am looking at a very similar situation and found this thread.

We have a username field on the contact record. (used for customers logging into our website/s)
I want to create a process definition to do the following:

- When a New Contact record is created
and Email is not empty
and username is empty.

>>> Add Email into Username.

But - In the PD start event, Email (email address) is not available to select?
Do you know how to get to the related email address? ("email1" I believe).

So, I then looked at it another way.

Start Event: New contact created and username is empty.

> Business rule > Email is not empty. Return value = email.

> I then evaluate the BR,
but how after that do I take the value returned from the BR (the email if it was there) and shove that into my username field???
I cant seem to select it from the BR in the next Action Event (Change field) ?

Hopefully that makes sense... I added an image below with PD all marked up to help show where I am stuck on adding the email address:

Many thanks 🙏

EDIT to add... in a report I can simply traverse:

Contacts > Email Address (module) > Email Address.

RE: How to check if contact's email address is not empty in process definition?

Hatim Alam — Tue, 19 Sep 2023 14:01:43 GMT

Hi Andre Serrazina ,

This is amazing. I didn't know about it (Business Rules) and it would surely make my CS team happier.

Thanks.

RE: How to check if contact's email address is not empty in process definition?

Andre Serrazina — Tue, 19 Sep 2023 13:01:30 GMT

Hello Hatim Alam ,

Thanks for the challenging reply.

There is actually another approach that might be better without creating a custom field.
You could create a Business Rule to evaluate the Email Address of the Contact and then place it before your Exclusive Gateway:

Let me know if this one works for you.

Cheers,

André

RE: How to check if contact's email address is not empty in process definition?

Hatim Alam — Tue, 19 Sep 2023 12:13:51 GMT

Thank you Andre Serrazina .

Is there no OOTB way without creating a custom field? Please let me know.

RE: How to check if contact's email address is not empty in process definition?

Andre Serrazina — Tue, 19 Sep 2023 10:44:10 GMT

Hello Hatim Alam

To address the situation, you could implement a flag system to indicate whether a Contact possesses an email address.
Here's a step-by-step approach to achieve this:

1 - Create a Checkbox Field:

In Studio, create a calculated checkbox field in the Contacts module named "hasemailaddress_c" with the following formula

not(equal(related($email_addresses,"email_address"),""))

2 - Utilize the Checkbox in Your Process Definition:

After saving the checkbox field, incorporate it within your Process Definition.
Specifically, you can use it in an exclusive gateway to filter out Contacts that do not have an email address.

Let me know if this helps.

André