Conditional formatting in SharePoint Workflow Email

Question

I have an issue where I have several check boxes (yes/no) on a form that my users fill out. Once they submit the form, it fires off a workflow to request work be done by the IT department. In the lower section there are a few Yes/No choices that are simple check marks on the form. Is there a way to only include the ones marked Yes in the email?

The current email format Looks like this:

This is an automated email from the User Creation / Modification Workflow Please create the following user in Active Directory with the listed permissions >and access rights indicated below:

---

User Information

First Name : [%Current Item:First Name%]

Middle Name : [%Current Item:Middle Name%]

Last Name : [%Current Item:Last Name%]

Phone : [%Current Item:Phone%]

Email : [%Current Item:Email Address%]

Access Levels

VPN : Yes / No Choice

SharePoint : Yes / No Choice

Personal Folder : Yes / No Choice

DMS : Yes / No Choice

Answer 1

In addition to what Jordan has suggested, another possibility is to put all the values in a choice field (check boxes) and call the field Access Levels. Embed that field in the workflow email. The end result will look something like below and will exclude any values not checked. I did have to change the embedded value to comma delimited instead of string to get the workflow to fire.

Access needed: SharePoint,VPN

Answer 2

I don't know of a way to do it the way you are asking.

A workaround that you could do would be to make a calculated field that checks your four fields and whichever ones are checked Yes add it to your calculated field string.

With that you can place that field in your email and it will always show whatever is checked Yes. It may be a bit more difficult to format it the way you have in the question, but functionally it should work the same.

EDIT:

If you wanted to simplify the calculated fields you could do something like this instead.

Create a calculated field for each of your Access fields (VPN, SharePoint, etc.) and give them a value like =IF(VPN,"VPN: Yes",""). Then place those fields in your email.

The only downside with this would be the formatting would be off in the email the way you have it now, if say only VPN and DMS were Yes. You would have blank string in your email and would like awkward. If you can figure out a cleaner way to format that, perhaps keeping them on the same line that approach would be easier to set up the calculation.