Email

The Email Activity allows sends emails to one or more recipients. The various ways to enter email addresses and groups can be combined freely.
This Activity can have an arbitrary amount of Outcomes, but all Outcomes must have the same name. The script of each Outcome is evaluated once the Activity has completed. Each Outcome with a script evaluating to true is followed. If more than one Outcome script evaluates to true, the Instance is paralleled. If no Outcome script evaluates to true, the Instance is ended by entering the closed-state.

Activity config

General

• Name - Name of the Activity.
• Version - Version of this Activity used in the Process. If a new version of this Activity is available and you want to use it, you have to manually update the version here. When a new Activity is added to the Process, automatically the latest version is placed.
• Timeout in second - Once this time is elapsed, the Activity is closed and the Instance changes into the faulted-state. The default Timeout is two minutes. The timeout can be shortened and extended by entering a custom duration. If the Activity is left after a timeout, the first Outcome is followed. If multiple Outcomes have the same name as the first Outcome, all of them are followed. However, a continuation after a timeout does not effect the Outcome Scripts, meaning only Outcomes with Outcome Scripts evaluating to true are followed.
• Hide in process graph - Controls if the Activity is hidden (Yes) or shown (No) in the Process Graph on the Execution Screen.
• Continue on error - If this is set to Yes, the execution of the Instance continues even if the Activity failed. If set to No, the Instance fails when the Activity fails by entering the faulted-state. In the case of a continuation after an error, the first Outcome is followed. If multiple Outcomes have the same name as the first Outcome, all of them are followed. However, a continuation after an error does not effect the Outcome Scripts, meaning only Outcomes with Outcome Scripts evaluating to true are followed.

Email

Email Activity specific configurations

GENERAL

General interaction configuration, shared with most other Activities

• Disable activity - Disables (Yes) or enables (No) the Activity. When disabled, the Activity is not executed and passed like a Connection by following the first Outcome. If multiple Outcomes have the same name as the first Outcome, all of them are followed. Disabling the Activity does not effect the Outcome Scripts, i.e., still only Outcomes with Outcome Scripts evaluating to true are followed.
• Retry on error - If set to Yes, an automatic retry is executed up to ten times. If set to No, no retries are done. Retries are issued when the Activity failed so that the Instance would enter the faulted-state if the retry is disabled.
• Additional text for task list - Description of this Activity shown to the Users in their task list. You can enter this text directly or use Process Context Expressions to compile it.

SETTINGS

Settings to compose and configure the the email.

• Condition - If this field is left empty, an email is send every time the Activity is reached. If you enter a Process Context Expression, the email is send only if the Process Context Expression evaluates to true.
• Subject - Subject line of the sent email. A Process Context Expression can be used to include Variables and calculation results in the subject.
• Body - Text of the email that can be formatted by the provided formatting options. Variables, Start Parameters and Subscription Settings can be included in the text with #[Name.Attribute] and #[Name].
• From mail address - Sender address used for the email. Can be entered directly or by a Process Context Expression.
• To mail addresses - Address the email is send to, either entered directly or by a Process Context Expression. Users are identified by their email address. Also other external email addresses can be entered. By clicking Add, one or more addresses can be entered, each one in its own row. Addresses can be removed by clicking on .
• To user group - The email will be send to all members of the User Group. The User Group name can be entered directly or via a Process Control Expression. Groups are identified by their ID or their name. By clicking Add, one or more User Groups can be entered, each one in its own row. User Groups can be removed by clicking on .
• Cc mail addresses - Addresses the is email is CCed to, either entered directly or by a Process Context Expression. Users are identified by their email address. Also other external email addresses can be entered. By clicking Add, one or more addresses can be entered, each one in its own row. Addresses can be removed by clicking on .
• Cc user group - The email will be CCed to all members of the User Group. The User Group name can be entered directly or via a Process Control Expression. Groups are identified by their ID or their name. By clicking Add, one or more User Groups can be entered, each one in its own row. User Groups can be removed by clicking on .
• Bcc mail addresses - Addresses the email is BCCed to, either entered directly or by a Process Context Expression. Users are identified by their email address. Also, other external email addresses can be entered. By clicking Add, one or more addresses can be entered, each one in its own row. Addresses can be removed by clicking on .
• Bcc user group - The email will be BCCed to all members of the User Group. The User Group name can be entered directly or via a Process Control Expression. User Groups are identified by their ID or their name. By clicking Add, one or more User Groups can be entered, each one in its own row. User Groups can be removed by clicking on .
• Attachment - Files can be attached via this option by selecting the URL Attributes of a file like#[MyEntity.File.Url]. Each attached file has to be entered in a separate row. Rows can be added by clicking Add and deleted by clicking .
• Attachement file names - If set to Yes the files are attached with their correct file name. If set to No, the files are attached with their internal ID as their file name.
• Alternative SMTP settings - If set to No, the email server specified in the Account Settings is used. If set to Yes a different SMTP server can be specified.
  • Host - URL of the SMTP email server, can be entered directly or a Subscription Setting can be used with ##[SubscriptionSettingName].
  • Port - SMTP port of the email server, can be entered directly or a Subscription Setting can be used with ##[SubscriptionSettingName].
  • User name - User name required to use the SMTP email server, can be entered directly or a Subscription Setting can be used with ##[SubscriptionSettingName].
  • Password - Password required to use the SMTP email server, can be entered directly or a Subscription Setting can be used with ##[SubscriptionSettingName].
• Attach calendar invite - If this option is set to Yes, a calender invite is attached to the email.
  • Start date and time - Starting date and time of the invitation. Can be entered directly or calculated by a Process Context Expression. The format to enter the date and time is 'yyyy-MM-dd hh:mm:ss' following the Microsoft date and time format strings.
  • Time zone - The Start date and time is interpreted to be in this time zone. If no time zone is entered, the Start date and time is interpreted in the UTC time zone. The time zone has to be specified as a TZ database name like America/New_York, Europe/Vienna or Asia/Tokyo.
  • Duration in minutes - Duration of the created appointment specified in minutes. Can be entered directly or calculated by a Process Context Expression.
  • Appointment location - Location given in the invite. Can be entered directly or calculated by a Process Context Expression.
  • Invite organizer - Email address entered as the organizer of the invite. Can be entered directly or calculated by a Process Context Expression.