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Workflow object: Send e-mail

The Send E-Mail object can be used in a workflow to send individual e-mails from the generated process. Predefined text modules can be used in the e-mails, or an e-mail can be composed ad-hoc and sen…

Dennis Reichle
Updated by Dennis Reichle

The Send E-Mail object can be used in a workflow to send individual e-mails from the generated process. Predefined text modules can be used in the e-mails, or an e-mail can be composed ad-hoc and sent from SmartProcess. If a text module is used, field contents of the case can be transferred to the e-mail. The e-mail can be sent automatically or manually.

A name should always be entered in the object's properties so that a user can deduce which e-mail is being sent when viewing the process model.

Configuration options

Option

Description

Execute automatically

If an e-mail is to be sent automatically through the workflow, this option must be activated.

In any case, automatic execution requires a predefined template, which is then sent automatically.

Sender

The sender account for the e-mail must be entered in this field. By default, the e-mail account is listed here that was preconfigured and defined as default in the settings when SmartProcess was installed.

A sender account must always be specified!

Reply goes to user mail adress

If an e-mail response from the recipient is not to be sent to the sender address, but to the e-mail address of the user who sent the e-mail, this option can be activated.

This option only works if an e-mail is sent manually. When sending automatically, the configured sender address is always used as the reply address.

Template

This selection box displays all templates that have been configured in the Menu Settings under "Email and text modules". If a template is selected in this box, it will be automatically inserted in the e-mail.

The language selected for the automatic sending of text blocks depends on the language with which the user logged in last time.

Send to group members

This option must be enabled for the e-mail to be sent to the users of the organizational chart object selected in the Group field.

Group

In this field, you can select an organization chart object whose assigned users will receive the e-mail, provided that the option "Send to group members" is activated.

To >

In this field, the e-mail recipients can be entered with a fixed e-mail address. Multiple recipients can be entered separated by a semicolon.

Choose receiver from field in process

In this selection field all fields of the main form are listed.

A field selected here must contain an e-mail address in the process in order for the e-mail to be sent.

System users with an assigned e-mail can also be selected in the format last name, first name, e.g. via text field with data source user management.
In addition, there are a some predefined recipients to choose from, such as:
- The case creator
- The responsible for the case (if an Org. Unit / Role is responsible for the case at the time the e-mail is sent, all users of that Org. Unit / Role will receive the e-mail)
- The process participants (if the case is linked to a process / document)
- The process owner / document responsible (if the case is linked to a process / document)

Cc >

In this field, the Cc-email recipients can be entered with a fixed e-mail address. Several recipients can be entered separated by a semicolon.

Choose Cc-receiver from field in process

In this selection field all fields of the main form are listed. A field selected here must contain an e-mail address in the process in order for the e-mail to be sent.

It is not enough to select a field that only contains the name of one user.

Bcc >

In this field, the Bcc-email recipients can be entered with a fixed e-mail address. Several recipients can be entered separated by a semicolon.

Choose Bcc-receiver from field in process

In this selection field all fields of the main form are listed. A field selected here must contain an e-mail address in the process in order for the e-mail to be sent.

It is not enough to select a field that only contains the name of one user.

Workflow Hint

In the "Hint" field, you can enter a hint text that will be displayed below the e-mail message step to be performed manually.

The message is not displayed if the e-mail is executed automatically.

How did we do?

Workflow object: Forward case

Workflow object: Start, intermediate and end event

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