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: 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 the 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.

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

  2. (Optional) Click Advanced Advanced icon > Email 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

Email Notifications

Specifies the e-mail template for email notification.

Figure: Email Notifications screen

E-mail Notifications screen

Fields

Field Name Definition

Select Email 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:

Email Template Preview

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

Email Template Configuration screen > Header tab

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

Figure: Email Template Configuration > Header tab

Header tab

Fields

Field Name Definition

Email 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 text string in email address format.
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 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 e-mail template.

Figure: Email 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:

Email 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 - 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 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.

Email 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: Email 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.