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…
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.
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Workflow object: Forward case
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