Email activity

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


Email activity

Configure the Email activity

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

Video: Add an E-mail Activity

Video: Process Designer Overview

Video: eForms with SharePoint - Part 5

Examples

Good to Know

How to Start

  1. Open Process Builder.

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


    Open Process Builder
  2. In Process Builder, in the Activity Library, open the Common tab.

    Open Common tab
  3. On the Common tab, drag the Email activity onto your process.

    Drag Email activity

Procedure

  1. Complete the fields on the General Configuration screen.
  2. (Optional) Click Advanced Advanced icon > Email Notifications E-mail Notifications icon.

    For more information, refer to Email Notifications screen (Process Activities).

General Configuration

Specifies the basic settings for the E-mail activity.

Figure: General Configuration screen

General Configuration screen

Fields

Field NameDefinition

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

Email Notifications

Specifies the email template for email notification.

Figure: Email Notifications screen

E-mail Notifications screen

Fields

Field NameDefinition

Select Email Template
Function:
Specifies the email 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 email template.
Example:
Refer to:

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

Email Template Configuration screen > Header tab

Specifies recipients, subject, body, and other aspects of an email template.

Figure: Email Template Configuration > Header tab

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:

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

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

Email Template Configuration screen > Content tab

Configures the content for an email template.

Figure: Email Template Configuration > Content tab

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:
E-mail Approval Configuration screen
Function of this Screen:
Configures an email 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 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 Approval Configuration

Configures an email 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: Email Approval Configuration screen

E-mail Approval Configuration screen

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.