Introduction
Including photos directly in email notifications provides immediate visual context to your team without requiring them to log in to the Fulcrum web app. By leveraging Data Shares and a Calculation Field, you can generate HTML tags that display thumbnails within the body of any email sent via Fulcrum Workflows.
Prerequisites
An active Fulcrum Organization.
An existing App with at least one Photo Field.
Owner or Manager system roles to edit app settings and workflows.
Step 1: Enabling the Data Share
To display photos externally, you must first enable data shares for the specific app.
Navigate to the App dashboard.
Select the Data Shares tab.
Enable the share and copy the share_id. This is the unique alphanumeric string located in the URL before the file extension (e.g.,
web.fulcrumapp.com/shares/{share_id}.csv).
Step 2: Adding the Calculation Field
Add a calculation field to your app to generate the necessary HTML code for the email.
Add a Calculation Field to your form.
Set the field to "Hidden" to keep the mobile interface clean for Members in the field.
Enter the following JavaScript code into the editor:
JavaScript
var html = ""
$photos.forEach(function(photo)
{ html += "<p><img src='https://web.fulcrumapp.com/shares/{share_id}/photos/"+photo.photo_id+"/thumbnail.jpg'></p>" })
SETRESULT(html);
Replace $photos with the exact data name of your photo field. Replace {share_id} with the ID you copied in Step 1.
Step 3: Configuring the Workflow
Now, Add this field into the workflow.
Open the Workflows section for your app.
Create a new workflow triggered by "Record Created" or "Record Updated."
Add an Email Action.
In the email body editor, insert the variable for the Calculation Field you created in Step 2.
Conclusion
When a record is synced, Fulcrum will trigger the workflow and send an email. The recipient will see the captured photos displayed directly within the message body rather than as an attachment.