Email Notifications screen (Process Activities)

Sends an email notification from any activity when an event occurs in a process.

Background and Setup

Video: Add an E-mail Activity

Video: Process-Based App

Examples

Good to Know

  • Different types of tasks have different tabs and different settings.

How to Start

  1. Open Process Builder.

    For information about how to open this screen, refer to Process Builder.


    Open Process Builder
  2. In the Process Builder, in the Activity Library, drag any activity onto your process.

    Drag Any Activity
  3. Configure the activity.
  4. On the configuration screen, click Advanced > Email Notifications.

    Click Email Notifications

Email Notifications screen

Specifies the email notifications for your activity.

Note: Different types of tasks have different tabs and different settings. Your task may not show all of these.
Figure: Email Notifications screen

Email Notifications screen

Prerequisites

Fields

Field NameDefinition

Initiation

Function:
Specifies the name of an email template used to send a message when the task starts.

Reminder

Function:
Specifies the name of an email template used to send a message when a task is Overdue.

Reassignment

Function:
Specifies the name of an email template used to send a message when the task is Reassigned to new participants.

Completion

Function:
Specifies the name of an email template used to send a message when a task is Completed.

Overdue

Function:
Specifies the name of an email template used to send an email notification when the activity becomes overdue at runtime.

Email Template list

Function:
Identifies the email template you want to use for the specified notification type — for example, for reminders or task completion. The text above this list varies, depending upon the context.
Accepted Values:
A list of email templates in your AgilePoint NX environment.
Default Value:
None

Create Add New SMS Template icon

Opens this Screen:
Email Template Configuration > Header tab
Function of this Screen:
Specifies recipients, template name, and other aspects of an email template.

Edit Edit icon

Function:
Changes the content for the selected email template.
To Open this Field:
  1. In the Email Template List field, select a template.

Email Template Preview

Function:
Shows a preview of the selected email template.
Accepted Values:
Read only.

Start _ before task expires

Function:
Specifies a start time for the reminder, relative to the value of the Time to complete for the task.
To Open this Field:
  1. On the Email Notifications screen, click the Reminder tab.
Accepted Values:
A number of minutes, hours, days, or weeks.
Default Value:
1 Day

Frequency

Function:
Specifies the frequency to send a reminder email.
To Open this Field:
  1. On the Email Notifications screen, click the Reminder tab.
Accepted Values:
  • Once - Specifies to send the reminder email only one time.
  • Every - Specifies the frequency to send repeated reminder emails. You can specify a number of minutes, hours, days, or weeks, whether to use business time and whether to stop sending the reminders after the task expires, or after it is inactive for some other reason.
Default Value:
None

My Organization's Business Time

Function:
Specifies to use your work calendar for date calculations.
To Open this Field:
  1. On the Email Notifications screen, click the Reminder tab.
Accepted Values:
  • Deselected - Uses your work calendar for calculations.
  • Selected - Does not use your work calendar for calculations.
Default Value:
Deselected
Example:
The Business Time field is set as selected, and business hours of work calendar are configured as 9 AM to 5 PM. If the task with completion time 8 hours is entered at 1 PM on Monday, then the task must be completed by 12 PM on Tuesday.

Email Template Configuration > Header tab

Specifies recipients, template name, and other aspects of an email template.

Figure: Email Template Configuration > Header tab

Email Template Configuration Header tab

Fields

Field NameDefinition

Email Template Name

Function:
Specifies the name of your email template.
Accepted Values:
One line of text that can have spaces.
Default Value:
None
Example:
Refer to:

Clone Email Template Clone E-mail Template icon

Function:
Specifies your email template from the list.

From

Function:
Specifies the senders in the From field of an email notification.
Accepted Values:
One line of text (a string) in email address format.
Default Value:
None
Accepts Process Data Variables:
Yes
Example:
me@mydomain.com

To

Function:
Specifies the recipients for your email.
Accepted Values:
  • A list of email addresses, separated by semicolons (;).

    If you use process data variables, domain\username is changed automatically to a valid email 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 email.
Accepted Values:
  • A list of email addresses, separated by semicolons (;).

    If you use process data variables, domain\username is changed automatically to a valid email 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 email.
Accepted Values:
  • A list of email addresses, separated by semicolons (;).

    If you use process data variables, domain\username is changed automatically to a valid email 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 email notification.
Accepted Values:
  • High
  • Normal
  • Low
Default Value:
High

Email Template Configuration > Content tab

Specifies the content of an email template.

Figure: Email Template Configuration > Content tab

Email Template Configuration Content tab

Fields

Field NameDefinition

Subject

Function:
Specifies the subject line for your email.
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:

Email Body

Function:
Specifies the content of your email.
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 email.
Accepted Values:
A language from the list.
Default Value:
English

HTML / TEXT

Function:
Specifies the display format for your email.
Accepted Values:
  • HTML - Shows the email in HTML format.
  • Text - Shows the email in text-only format.
Default Value:
HTML

Email Approval Template E-mail Approval Template icon

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

Attachment Attachment icon

Function:
Specifies one or more files you want to include in an email.
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 email.
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 email.
To Open this Field:
  1. On the Content tab, click Attachment Attachment icon.

Email Macro

Opens this Screen:
Email Macro
Function of this Screen:
These are the macros you can use as process data variable.

Email Approval Configuration

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

Figure: Email Approval Configuration screen

Email Approval Configuration screen

Good to Know

How to Start

  1. On the Email Template Configuration screen, in the Content tab, click Email Approval Template E-mail Approval Template icon.

    Click Email Template Approval

Fields

Field NameDefinition

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 email template.

Email Template Configuration > Content > Plain Text tab

Specifies the content of an email template in plain text format.

Figure: Email Template Configuration > Content > Plain Text tab

Email Template Configuration Plain Text tab

Fields

Field NameDefinition

Subject

Function:
Specifies the subject line for your email.
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:

Email Body

Function:
Specifies the content of your email.
Accepted Values:
More than one line of text in text-only format.
Default Value:
None
Accepts Process Data Variables:
Yes

Add Language (+)

Function:
Specifies an additional language for which you can define the content of an email.
Accepted Values:
A language from the list.
Default Value:
English

HTML / TEXT

Function:
Specifies the display format for your email.
Accepted Values:
  • HTML - Shows the email in HTML format.
  • Text - Shows the email in text-only format.
Default Value:
HTML

Text-Based Approval Configuration

To configure a text-based approval for a task, use this format.

Note: Email approvals do not apply to form-based apps.
  • Xpath-Node represents a valid Xpath node — for example, {/pd:MyFields/pd:Approval}
  • Value represents the value you want to pass when the user selects this option. A common usage is True or False. The action that is selected with the X will be processed along with any information in the remarks section.
  • Approved or rejected options:

    Note that the terms used in the email can follow the format approved/rejected, or yes/no.

    Approval KeywordsRejection Keywords
    {Approve [] = {Xpath-Node}=Value}{Reject [] = {Xpath-Node}=Value}
    {Approved [] = {Xpath-Node}=Value} {Rejected [] = {Xpath-Node}=Value}
    {Yes [] = {Xpath-Node}=Value}{No[] = {Xpath-Node}=Value}
  • {Remarks [] = {Xpath-Node}}
    Note: The Remarks should be entered between the [] in Remarks [].
  • {Comments [] = {Xpath-Node}}
You can use this example as a guide:
Approval Information
Please put X between [] for Approved or Rejected.
Additional remark/comment can be entered between Remarks []
{Approved [] = {pdmyFields/pd:Approved}=True}
{Rejected [] = {pdmyFields/pd:Approved}=False}
{Remarks [This task requires your approval.] = {pdmyFields/pd:Remark}}

Email Macro

These are the macros you can use as process data variable. These macros are mainly used in message templates.

Figure: Email Macro tab

Email Macro tab

Fields

Field NameDefinition

$CONVERTDATETIME()

Function:
Changes the current date-time value to a specified time zone.
Syntax:
$CONVERTDATETIME(ConvertDateTimeInAgilePoint)
Accepted Values:
The input for the (ConvertDateTimeInAgilePoint) parameter can be one of these:
Example:
  • $CONVERTDATETIME(06/16/2017 11:30:42 AM,Eastern Standard Time (North America) changes the value to 06/16/2017 03:00:42 AM
  • $CONVERTDATETIME(${/pd:AP/pd:formFields/pd:DateTime1},Japan Standard Time (Tokyo)) changes the stored current date and time value to 6/13/2017 3:02:06 PM

$FORMATDATETIME()

Function:
Converts a date-time value to a specified date-time format.
Syntax:
$FORMATDATETIME(ValidDateTimeInAgilePoint)
Accepted Values:
The input for the (ValidDateTimeInAgilePoint) parameter can be one of these:
This macro supports these date and time formats:
  • M/d/yyyy
  • M/d/yy
  • yyyy-MM-dd
  • d-MMM-yy
  • M.d.yyyy
  • d MMMM yyyy
  • MMMM yy
  • MMM-yy
  • M/d/yyyy h:mm
  • M/d/yyyy h:mm:ss
  • h:mm
  • h:mm:ss
  • HH:mm
  • HH:mm:ss
Example:
  • $FORMATDATETIME(06/08/2017 01:30:42,yyyy/M/d hh:mm) changes the value to 2017/6/8 01:30
  • $FORMATDATETIME(${/pd:AP/pd:formFields/pd:DateTime},M/d/yyyy h:mm) changes the stored value 31/07/20017 11:00:12 to 07/31/2017 11:00

$GROUP()

Function:
Gets the members of a group.
  • When used in the To, CC, and BCC fields of an email template, this macro gets the email addresses for all the members in the group.
  • When used in the the email body of an email template, this macro shows the names of all the members of the group.
Syntax:
$GROUP(ValidGroupNameInAgilePoint)
Accepted Values:
The input for the (ValidGroupNameInAgilePoint) parameter can be one of these:
Example:
  • $GROUP(Administrators)
  • $GROUP(${/my:myFields/my:groupname)

Also refer to:

$ROLE()

Function:
Gets the users who are assigned a role.
  • When used in the To, CC, and BCC fields of an email template, this macro gets the email addresses of all the users who are assigned the role. This includes the users who are members of a group that is assigned the role.
  • When used in the the email body of an email template, this macro shows the names of all the users who are assigned the role. This includes users who are members of a group who is assigned the role.
Syntax:
$ROLE(ValidRoleNameInAgilePoint)
Accepted Values:
The input for the (ValidRoleNameInAgilePoint) parameter can be one of these:
Example:
  • $ROLE(Manager)
  • $ROLE(${/my:myFields/my:rolename})

$MANAGER()

Function:
Gets the manager for the specified user name. In other words, UserName is the subordinate.
Syntax:
$MANAGER(UserName)
Accepted Values:
The input for the subordinate UserName parameter can be one of these:
Example:
  • $MANAGER(DOMAIN\john)
  • $MANAGER(${/my:myFields/my:username})

$URLSHORTNER()

Function:
Gets the short form of a URL.

To use this macro, you must have a Bitly access token.

For more information, refer to Access tokens for Bitly.

Syntax:
$URLSHORTNER(URL)
Accepted Values:
The input for the URL parameter can be one of these:
Example:
  • $URLSHORTNER(https://myportal.com/ApplicationBuilder/eFormRender.html?Process=MyDemo)
  • $URLSHORTNER(${/pd:AP/pd:formFields})
Limitations:

$XMLREPEATING2HTML()

Function:
When used in an email template, this macro returns an HTML table that contains the repeating data from the form in the generated email notification.
Syntax:
$XMLREPEATING2HTML(XpathRepeatingSchemaElement)
Accepted Values:
The input for the (XpathRepeatingSchemaElement) parameter is an Xpath to a repeating schema element from your AgilePoint NX app. To refer to a literal XML string from an Xpath, add a tilde (~) at the end of the path.
Example:
$XMLREPEATING2HTML(${/pd:AP/pd:formFields/pd:SubForm1_SubForm~})

Also refer to:

Common Usage:
In the body of an email template to show data from a subform.

$XMLREPEATING2HTMLWITHFILTER()

Function:
This macro formats the output in an HTML table, with the specified values removed.
Syntax:
$XMLREPEATING2HTMLWITHFILTER(XpathRepeatingSchemaElementWithFilter)
Accepted Values:
This macro accepts as a parameter an Xpath expression for the location of a schema element from your app.
Example:
$XMLREPEATING2HTMLWITHFILTER(${/pd:AP/pd:formFields/pd:SubForm1_SubForm~},{TextBox3;TextBox4},{DateTime2,M/d/yyyy h:mm})
Common Usage:
In the body of an email template to show data from a subform.