Email activity

An activity that sends an email 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

General Configuration

Specifies the basic settings for the Email activity.

Figure: General Configuration screen

General Configuration screen

Fields

Field NameDefinition

Display Name
Description:
Specifies the activity name that shows in your process.
Allowed Values:
One line of text (a string).

Accepted:

  • Letters
  • Numbers
  • Spaces
Default Value:
None
Accepts 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
Description:
Specifies an optional text description for your activity.
Allowed Values:
More than one line of text.
Default Value:
None
Accepts Variables:
No

Deferred Time
Description:
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.
Allowed Values:
A number of seconds, minutes, hours, days, or weeks.
Default Value:
0 Days
Accepts Variables:
No

Email Notifications screen

Specifies the email template for email notification for the Email activity.

Figure: Email Notifications screen

E-mail Notifications screen

Fields

Field NameDefinition

Select Email Template
Description:
Specifies the email template to use for your notification.
Allowed Values:
An e-mail template from the list.
Default Value:
None
Accepts 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
Description:
Shows a preview of the selected email template.
Allowed Values:
Read only.

Email Template Configuration screen > Header tab

Specifies recipients, subject, body, and other aspects of an email template for the Email activity.

Figure: Email Template Configuration > Header tab

Header tab

Fields

Field NameDefinition

Email Template Name
Description:
Specifies the name of your email template.
Allowed Values:
One line of text (a string).

Accepted:

  • Letters
  • Numbers
  • Spaces
Default Value:
None
Example:
Refer to:

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

To
Description:
Specifies the recipients for your email.
Allowed 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 Variables:
Yes
Example:
  • me@mydomain.com
  • $MANAGER(DOMAIN\john)
  • $MANAGER(${/my:myFields/my:username})

Also refer to:

CC
Description:
Specifies the recipients to carbon copy on your email.
Allowed 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 Variables:
Yes
Example:
  • me@mydomain.com
  • $MANAGER(DOMAIN\john)
  • $MANAGER(${/my:myFields/my:username})

BCC
Description:
Specifies the users to receive a blind carbon copy of your email.
Allowed 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 Variables:
Yes
Example:
  • me@mydomain.com
  • $MANAGER(DOMAIN\john)
  • $MANAGER(${/my:myFields/my:username})

Priority
Description:
Specifies the priority setting for an email notification.
Allowed Values:
  • High
  • Normal
  • Low
Default Value:
High

Process Variables
Description:
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.
Allowed 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 for the Email activity.

Figure: Email Template Configuration > Content tab

Content tab

Fields

Field NameDefinition

Subject
Description:
Specifies the subject line for your email.
Allowed Values:
One line of text (a string).

Accepted:

  • Letters
  • Numbers
  • Spaces
Default Value:
None
Accepts Variables:
Yes
Example:
${ActivityName} in ${ProcessName} is complete

Also refer to:

Email Body
Description:
Specifies the content of your email.
Allowed Values:
More than one line of text.

Format:

  • HTML plain text
Default Value:
None
Accepts Variables:
Yes
Example:
Refer to:

Add Language (+)
Description:
Specifies an additional language for which you can define the content of an email.
Allowed Values:
A language from the list.
Default Value:
English

HTML / TEXT
Description:
Specifies the display format for your email.
Allowed 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 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
Description:
Specifies one or more files you want to include in an email.
Allowed Values:
The full path and file name for the attachments you want to include.
Limitations:
Default Value:
None
Accepts Variables:
Yes
Example:
  • C:\My Documents\sample1.doc
  • ${My Files}

Enter Server File Path
Description:
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.
Allowed 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 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.

Figure: Email Approval Configuration screen

E-mail Approval Configuration screen

Fields

Field NameDefinition

Approval Response
Description:
Specifies the approval keyword.
Allowed Values:
A process data variable with a Boolean value.
Default Value:
None
Accepts Variables:
Yes

Remarks
Description:
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.
Allowed Values:
A process data variable that stores a string value.
Default Value:
None
Accepts Variables:
Yes

Preview
Description:
Shows the preview for your approval email template.