E-mail activity

An activity that sends an e-mail with the body, subject, recipients, and other information you specify.


Email activity

Configure the E-mail activity

To configure the Email activity, do the procedure in this topic.

Video: Getting Started Training Video

Video: Add an E-mail Activity

Video: eForms with SharePoint - Part 5

Examples

Good to Know

How to Start

  1. On the Application Explorer screen, do one of these:
  2. Do one of these:
    • Add an activity:
      1. In the Process Builder, in the Activity Library, open the Common Common icon tab.
      2. On the Common Common icon tab, drag the E-mail E-mail icon activity onto your process.
    • Change an activity:
      1. In your process, double-click your activity.

Procedure

  1. Complete the fields on the General Configuration screen.

    For more information, refer to Configure General Options for the E-mail Activity.

  2. (Optional) Click Advanced Advanced icon > E-mail Notifications E-mail Notifications icon.

    For more information, refer to Configure E-mail Notifications for Any Activity.

General Configuration

Specifies the basic settings for the E-mail activity.

Figure: General Configuration screen

General Configuration screen

Fields

Field Name Definition

Display Name
Function:
Specifies the activity name that shows in your process.
Accepted Values:
One line of text that can have spaces.
Default Value:
None
Accepts Process Data Variables:
No
Example:
This is a common configuration field that is used in many examples. Refer to:
  • Examples - Step-by-step use case examples, information about what types of examples are provided in the AgilePoint NX Product Documentation, and other resources where you can find more examples.

Description
Function:
Specifies an optional text description for your activity.
Accepted Values:
More than one line of text.
Default Value:
None
Accepts Process Data Variables:
No

Deferred Time
Function:
Specifies the amount of time after which the activity sends the e-mail. This can be a number of seconds, minutes, hours, days, or weeks.
Accepted Values:
A number of seconds, minutes, hours, days, or weeks.
Default Value:
0 Days
Accepts Process Data Variables:
No

E-mail Notifications

Specifies the e-mail template for e-mail notification.

Figure: E-mail Notifications screen

E-mail Notifications screen

Fields

Field Name Definition

Select E-mail Template
Function:
Specifies the e-mail template to use for your notification.
Accepted Values:
An e-mail template from the list.
Default Value:
None
Accepts Process Data Variables:
No
Example:
Refer to:

Create Create icon
Opens this Screen:
E-mail Template Configuration screen.
Function of this Screen:
Specifies recipients, subject, body, and other aspects of an e-mail template.
Example:
Refer to:

E-mail Template Preview
Function:
Shows a preview of the selected e-mail template.
Accepted Values:
Read only.

E-mail Template Configuration screen > Header tab

Specifies recipients, subject, body, and other aspects of an e-mail template.

Figure: E-mail Template Configuration > Header tab

Header tab

Fields

Field Name Definition

E-mail Template Name
Function:
Specifies the name of your e-mail template.
Accepted Values:
One line of text that can have spaces.
Default Value:
None
Example:
Refer to:

From
Function:
Specifies the senders in the From field of an E-mail Notification.
Accepted Values:
A valid e-mail address.
Default Value:
None
Accepts Process Data Variables:
Yes
Example:
me@mydomain.com

To
Function:
Specifies the recipients for your e-mail.
Accepted Values:
  • A list of valid e-mail addresses, separated by semi-colons (;).

    If you use process data variables, domain\username is changed automatically to a valid e-mail format

    .
  • A macro that accepts a process data variable as parameter.

    For more information, refer to Built-In Macros.

Default Value:
None
Accepts Process Data Variables:
Yes
Example:
  • me@mydomain.com
  • $MANAGER(DOMAIN\john)
  • $MANAGER(${/my:myFields/my:username})

Also refer to:

CC
Function:
Specifies the recipients to carbon copy on your e-mail.
Accepted Values:
  • A list of valid e-mail addresses, separated by semi-colons (;).

    If you use process data variables, domain\username is changed automatically to a valid e-mail format

    .
  • A macro that accepts a process data variable as parameter.

    For more information, refer to Built-In Macros.

Default Value:
None
Accepts Process Data Variables:
Yes
Example:
  • me@mydomain.com
  • $MANAGER(DOMAIN\john)
  • $MANAGER(${/my:myFields/my:username})

BCC
Function:
Specifies the users to receive a blind carbon copy of your e-mail.
Accepted Values:
  • A list of valid e-mail addresses, separated by semi-colons (;).

    If you use process data variables, domain\username is changed automatically to a valid e-mail format

    .
  • A macro that accepts a process data variable as parameter.

    For more information, refer to Built-In Macros.

Default Value:
None
Accepts Process Data Variables:
Yes
Example:
  • me@mydomain.com
  • $MANAGER(DOMAIN\john)
  • $MANAGER(${/my:myFields/my:username})

Priority
Function:
Specifies the priority setting for an e-mail notification.
Accepted Values:
  • High
  • Normal
  • Low
Default Value:
High

Process Variables
Function:
Provides a list of process data variables that you can add to your e-mail templates, instead of fixed values. You can variables from an external system, or data that is available to your application.
Accepted Values:
  • System Data - Expands the list of process data variables available from the external system in your application.
  • Global Data - Expands the list of process data variables from data that is available to your application.

E-mail Template Configuration screen > Content tab

Configures the content for an e-mail template.

Figure: E-mail Template Configuration > Content tab

Content tab

Fields

Field Name Definition

Subject
Function:
Specifies the subject line for your e-mail.
Accepted Values:
One line of text that can have spaces.
Default Value:
None
Accepts Process Data Variables:
Yes
Example:
${ActivityName} in ${ProcessName} is complete

Also refer to:

E-mail Body
Function:
Specifies the content of your e-mail.
Accepted Values:
More than one line of text, in HTML plain text format.
Default Value:
None
Accepts Process Data Variables:
Yes
Example:
Refer to:

Add Language (+)
Function:
Specifies an additional language for which you can define the content of an e-mail.
Accepted Values:
A language from the list.
Default Value:
English

HTML / TEXT
Function:
Specifies the display format for your e-mail.
Accepted Values:
  • HTML - Displays the e-mail in HTML format.
  • Text - Displays the e-mail in text-only format.
Default Value:
HTML

E-mail Approval Template E-mail Approval Template icon
Opens this Screen:
E-mail Approval Configuration screen
Function of this Screen:
Configures an e-mail template that participants can use to approve or reject a request from an e-mail. This is an alternative to an online form. If the user has HTML e-mail, the template shows as an HTML form. If the user has text-only e-mail, the user sees a text-only form.

Attachment Attachment icon
Function:
Specifies one or more files you want to include in an e-mail.
Accepted Values:
The full path and file name for the attachments you want to include.
Limitations:
Default Value:
None
Accepts Process Data Variables:
Yes
Example:
  • C:\My Documents\sample1.doc
  • ${My Files}

Enter Server File Path
Function:
Specifies the absolute path of the document you want as an attachment to the e-mail.
To Open this Field:
  1. On the Content tab, click Attachment Attachment icon.
Accepted Values:
The absolute path of the document on the repository.
Note: You must click Add Add icon to add the URL to the list.
Default Value:
None

Add Add icon
Function:
Includes a file as an attachment in an e-mail.
To Open this Field:
  1. On the Content tab, click Attachment Attachment icon.

E-mail Approval Configuration

Configures an e-mail template that participants can use to approve or reject a request from an e-mail. This is an alternative to an online form. If the user has HTML e-mail, the template shows as an HTML form. If the user has text-only e-mail, the user sees a text-only form..

Figure: E-mail Approval Configuration screen

E-mail Approval Configuration screen

Fields

Field Name Definition

Approval Response
Function:
Specifies the approval keyword.
Accepted Values:
A process data variable with a Boolean value.
Default Value:
None
Accepts Process Data Variables:
Yes

Remarks
Function:
Specifies any comments the approver wants to include with his or her approval response. This is sometimes used to specify an explanation if the approval is declined.
Accepted Values:
A process data variable that stores a string value.
Default Value:
None
Accepts Process Data Variables:
Yes

Preview
Function:
Shows the preview for your approval e-mail template.