Send embedded app view email from an automation

Configure an automation bot to send an embedded app view email (or dynamic email) to one or more recipients based on an event, as described in the following sections:

See also Troubleshoot embedded app view email.

What is an embedded app view email (dynamic email)?

An embedded app view leverages dynamic email in Gmail (using AMP) and enables users to interact directly with your app in the email rather than clicking out to view the AppSheet app in a separate window.

Here's a quick demo:

Video shows a dynamic email being sent to a user and the user interacting to approve the request.

For example, if an employee sends a request for a new chair (the event), you can configure the bot to send an email to their manager requesting approval before fulfilling the request.

Send email flow: Employee sends request, automation sends approval email, and manager approves request right from the email

With an embedded app view email, the manager can add notes and approve the request directly in the email, as shown in the following example:

Email showing an approval for a request being completed directly in the email

To view the embedded app view email content, email recipients must be app users. If there are multiple email recipients, emails are sent individually to each recipient from amp-noreply@appsheet.com.

Email recipients that interact with embedded app view email content are counted towards your app usage.
 
Embedded app view emails are interactive for 30 days. After 30 days, the embedded app view in the email will no longer render and users will have to navigate to the app to edit fields.

If the embedded app view content is out of date, recipients are notified and can click the Refresh button at any time to refresh the view, as shown below:

Warning message indicating the dynamic email is out of date with the Refresh button highlighted.

Get started with embedded app views

Watch the following introductory video or read the blog to learn more about embedded app view email (dynamic email) with AppSheet.

Bringing AppSheet apps into Gmail

Get started with embedded app view email using the sample app:

  • Try out the Task Manager app.
    Click New Task to add and save a task. You will receive an embedded app view email in your Gmail inbox where you can directly update the task status.
  • To see how the embedded app view email task is created, check out the sample app.

Steps to send an embedded app view from a bot

To send an embedded app view from a bot, perform the following steps:

  1. Create a view for the embedded app view email.
  2. Configure the embedded app view email.

See also Troubleshoot embedded app view email.

Create a view for the embedded app view email

To enable users to interact directly with the content in the email message, you can add editable fields to the view that you use in the Send an email task.

The following views are supported for use with embedded app view email:

View

Description

Detail

Displays and enables you to edit details for the current record.

To add editable fields to your Detail view, add one or more Quick edit columns. For details, see Quick Edit.

Each editable field is validated and saved as you move focus, and may trigger another bot.

Supported data column types

A subset of data column types are not currently supported for use with embedded app view email, such as File or Image column types. For the complete list of data column types that are not supported with embedded app view email, see Current limitations with embedded app view email.

Supported configuration properties

The following Detail view configuration properties are supported for use in embedded app view email:

  • Main image
  • Header columns
  • Quick edit columns
  • Column order

Form

Captures input from users. All fields provided in the Form view are editable in the embedded app view email and validated when the user submits the form.

Supported configuration property

The following Form view configuration property is supported for use in embedded app view email: Column order

Configure the embedded app view email

Add and configure the Send an email task by performing the following steps:

  1. Add the Send an email task to a bot, as described in Add a task to a bot.

  2. Configure the Send an email task by using the settings described in the tables below.

  3. When you are done, save the app by selecting one of the following:

    • Save - Save the app
    • Save & verify data - Save the app and verify the data defined.
  4. To preview the embedded app view email, click Preview email body.
    The first record in the table is displayed, by default.You need to save the app to preview the latest changes.

After you save the app, you can reuse the task in other bots.

Configure the Send an email task by using the settings described in the following tables.

Setting

Description

Linking Enable or disable reuse of this component by expanding the Linking panel and toggling the Linking setting. See Reuse automation components.

Expand the Linking panel and toggle the Linking setting to enable or disable component reuse

Task name

Name of the task. It must be unique within your app.

Email Type

Email type. Click Embedded app view.

Note: To configure a Custom template email, see Send an email from an automation.

Table name

Table referenced by the task. Select an existing table in the list. You can also select a table slice but note that if the selected slice contains a row filter, you may see failures in the task. This is because the user that triggered the automation may not have access to the row because of the slice row filter.

Click View definition to view the structure of the selected table.

See Tables: The Essentials for more information about adding tables.

To

List of email recipients.

Enter an email address or an expression using the Expression Assistant. Click Add to add additional email recipients.

See Add email recipients for more information.

Email Subject

Subject of the email.

Specify text, variables, and expressions. For example:

  • Thank you for your order!
  • Thanks <<[CustomerName]>> for your order!
  • Thanks <<[CustomerName]>> for your order on <<TODAY()>> which will arrive on <<TODAY() + 7>>

By default, a meaningful email subject is suggested.

Email Body

Body of the email.

To define the email body, do one of the following:

  • Enter the email body, including text, images, variables, and expressions.
  • Leave this setting blank and specify an Email Body Template (see below).
  • Leave this setting and Email Body Template blank to use the default content.

By default, the Email Body includes data values from the added or updated row, excluding Hidden or Show type columns.

App view to embed in email body

View to embed in the email body for Embedded app view emails. Select the Detail or Form view from the drop-down list. See Create a view for the embedded app view email.

Only Detail and Form views will be displayed in the list. If you select a view that contains a configuration property or data column type for an editable field that is not supported for embedded app view email, a warning is displayed in the editor. For more information, see Current limitations with embedded app view email.

Note: If you add a view to an embedded app view email and subsequently edit the view, the embedded app view email is refreshed in the recipients' Gmail inbox. However, if you include configuration properties or data column types that are not supported for embedded app view email, an error message is displayed to current email recipients and in the AppSheet Admin UI to indicate that the embedded app view email task configuration is no longer valid.

Advanced settings

Expand and customize the Advanced settings for embedded app emails, as described below.

Setting

Description

Customize "From" name Customize the email address displayed in the From field of the email. By default, the app creator is used (for example, appcreator@gmail.com).

Email Footer

Content that appears at the bottom of the email. For example:

This email is from Simple Inventory Manager. Our address is Company XYZ, 1354 Wallaby Way Cleveland, OH 46753

Request a quota increase for cross-domain embedded app view emails

Embedded app view emails that are sent to recipients that are not in the app creator's domain are called cross-domain embedded app view emails. This domain is based on the default email connected to your account.

Each app creator can send up to 50 cross-domain embedded app view emails per day. After this daily quota is met:

  • Your Send an email task will no longer send embedded app view emails to recipients outside of your domain.
  • If you have a public domain linked to your account (for example, @gmail.com), after the quota is met you will no longer be able to send embedded app view emails at all.
  • If you are using a non-public domain (that is, not @gmail.com), embedded app view emails will continue to send for in-domain recipients.

The following table summarizes the behavior when using different types of email domains.

Type of email domain

In-domain emails

Cross-domain emails

Non-public domain (custom domain)

Embedded app view emails are sent regardless of quota

Embedded app view emails are not sent after daily quota is met

Public domain (for example, @gmail.com)

N/A (all embedded app view emails sent from public domains are considered cross-domain)

Embedded app view emails are not sent after daily quota is met

 

If you wish to request a quota increase for your daily cross-domain embedded app view emails, contact our support team through the support form and provide the following information:

  • Short description of your use case.
  • How many cross-domain embedded app view emails will you be sending per day? (An estimate is fine.)
  • How many different domains will you be sending embedded app view emails to? (Provide a list.)

Current limitations with embedded app view email

The following table summarizes the current limitations with embedded app view email.

Feature limitation

Description

Mail client (Gmail only)

Embedded app view email is supported with Google Gmail clients only. If accessed using another client, the recipient will need to navigate to the app to edit the contents.
Maximum email size limit Embedded app view email supports a maximum email size limit of 200 KB. If the maximum size limit is exceeded, the embedded app view email will render as a static email. 

View types (Detail, Form)

The following views are supported in embedded app view email:

  • Detail view
  • Form view

Detail view limitations

The following Detail view configuration properties are supported for use in embedded app view email:

  • Main image
  • Header columns
  • Quick edit columns
  • Column order

Form view configuration properties

The following Form view configuration property is supported for use in embedded app view email: Column order

In addition to setting the order of columns, Column order enables you to filter out unsupported column types for embedded app view email without having to create a slice.

Column type limitations

The following data column types are not supported as editable fields in embedded app view email:

  • ChangeCounter
  • ChangeLocation
  • ChangeTimestamp
  • Color
  • Drawing
  • File
  • Image
  • Price
  • Progress
  • Show
  • Signature

Show column types

Show column types are supported in embedded app view email. However, setting the Video category will display a Play video button, rather than embedding the video directly in the email.

See Customize input forms for more information about using Show column types.

Action limitations

Currently only the following action types are supported:

  • Data: set the values of some columns in this row
  • Data: add a new row to another table using values from this row

Navigation to other views using actions (not supported)

Navigating to other views using actions from an embedded app view email is not yet supported.

Sending embedded app view emails to Google Groups

Sending embedded app view email to Google Groups is not currently supported. If you include a Google Group as a recipient on an embedded app view email, the dynamic portion of the email will not render and users will have to click a link to navigate to the app to view and edit fields.

Forwarding embedded app view emails

If you forward an embedded app view email, the dynamic portion of the email will no longer render and users will have to click a link to navigate to the app to view and edit fields.

Time limitation (30 days)

Embedded app view email are interactive for 30 days. After 30 days, the embedded app view in the email will no longer render and users will have to click a link to navigate to the app to view and edit fields.
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