Email¶

The Email business entity allows you to create email templates that the system sends at runtime based on defined rules. You can map emails in the process flows and data flows through activities, as applicable.

Viewing Emails¶

The Email templates associated with each flow will appear within that flow.

1. Navigate to App Studio > Applications - open application name > Process Flow - process flow name > Open.

2. Click Emails on the left side panel for viewing the emails for the flow module.

   
   

Creating New Email Template¶

You can create an email template of a specified data type as per the requirement.

1. Navigate to App Studio > Applications - open application name > Process Flow - process flow name > Open.

2. Click Emails. The email template list appears.

   
   

3. Click +Create New. The Info Actions panel appears as Create Email.

4. Enter the Basic details in the Create Email panel as explained below.

   Field	Description
   Name*	Enter the name of the email template. Character limit: 50. Data type: Alphanumeric and underscore. Whitespace is not allowed.
   Scope*	The scope of an entity is always local as the entities are created at the flow level.
   SMTP Server	Select the SMTP name from the drop-down. SMTP servers are configured in the Management > Configuration Management > SMTP . By default, the default SMTP is mapped. Even if you don’t map an SMTP, it will consider the default SMTP and emails are triggered From email id that is configured in the default SMTP.
   Description	Enter a description for the email template.

5. Click More. Configuration details for the email template appear.

   
   

   Field	Description
   From*	The email id configured in the selected SMTP configuration is the From email. Email id configured in the default SMTP configuration is accepted by default. To change the From email id, you must map an SMTP with the required from email address.
   To*	Enter the email id to which the email is to be triggered. You can drag an email id from the Resource Data > Participant or you can map a Variable that takes the email id value during the runtime.
   CC	Enter the email id to which the email is to be triggered as a carbon copy. You can drag an email id from the Resource Data > Participant or you can map a Variable that takes the email id value during the runtime.
   BCC	Enter the email id to which the email is to be triggered as a blind carbon copy (which cannot be viewed by other users who receive the email). You can drag an email id from the Resource Data > Participant or you can map a Variable that takes the email id value during the runtime.
   Subject*	Enter the subject for the email id.
   Body*	Enter the body of the email id. You can use the format features available in the body section for designing the email body.

   Note

   Apply the process flow variables from the Resource Data section to the content fields in the email template based on your requirement.

6. Click Create. An email template with the provided details is created.

Viewing and Editing Email Template¶

Make sure to unlock the application before editing if you want to edit the details of an entity that is not created by you.

1. Navigate to App Studio > Applications - open application name > Process Flow - process flow name > Open > Emails. The Email template list appears.

2. Click the Email card to view the details of the selected email template. The details of the email appear in the Info Actions panel (Edit Emails).

   
   

3. Click More to view the email template details.

   
   

4. Edit the email details as needed.

5. Click Save.

Viewing Email Associations¶

1. Navigate to App Studio > Applications - open application name > Process Flow - process flow name > Open >Emails. The email list appears.
2. Hover over any email card. Three dots appear on the upper right side of the card.

3. Click the three dots. More Actions appear.

   
   

4. Click Associations. The association of the email with the application, flow modules and activities are displayed in a pop-up.

   
   

   • Application - The application in which the email template is utilized.
   • Flow - The flow in which the email is utilized.
   • Activity / Entity - The entity or activity name.
   • Type - The type of entity or activity in which the email is utilized.

Duplicating Email Template¶

Make sure to unlock the application before duplicating an entity that is not created by you. When you duplicate an email, the associations are not duplicated.

1. Navigate to App Studio > Applications - open application name > Process Flow - process flow name > Open > Emails.
   The email list appears.
2. Hover over any email card. Three dots appear on the upper right side of the card.

3. Click the three dots. More Actions appear.

   
   

4. Click Duplicate. A confirmation pop-up appears.

   
   

5. Click Ok for duplicating the email template (or you can click Cancel to cancel the duplicate action). A Success message appears on the successful duplication of the email template.

   
   

6. Click Ok. A duplicate copy of the email appears on the Emails page with the same name suffixed with “_copied”.

   
   

Deleting Email Template¶

Make sure to unlock the application before deleting an entity that is not created by you. Also, you cannot delete the entity if it is associated with any activity.

1. Navigate to App Studio > Applications - open application name > Process Flow - process flow name > Open > Emails.
   The email list appears.

2. Click the email name card that is to be deleted. The lower-right of the page displays Delete.

   
   

3. Click Delete. A Confirmation pop-up for delete appears.

   
   

4. Click Ok for deleting the email.
   Or
   Click Cancel to cancel the action.

Alternatively, you can follow the below steps to delete the email:

1. Navigate to App Studio > Application > Process Flow> Emails.
2. Hover over the email card. Three dots appear on the upper right side of the card.
3. Click the three dots. More Actions appear.

4. Click Delete and follow step 4 in the above procedure.

   
   

Utilizing Email Templates¶

Accessing Email Template through Activities¶

You can map an email template to an email activity through the Email property. You can map the email template to the properties of other activities also. The properties to which the email template can be mapped are the SLA and Event. Hence email can be mapped to those activities that have SLA and Event properties.

Mapping Email Template to Email Activity¶

You can map email to the activity, Email in the process flow for mapping an email template that is required for the progress of the workflow.

1. Navigate to App Studio > Applications - open application name > Process Flow - process flow name > Open.
2. Drag an Email activity into the work area.

3. In the Edit panel, click Email accordion. Email mapping details appear.

   
   

4. Click the Email box to view the list of email templates.

5. Select an email for mapping that email template for the email activity.
6. Click Add More to add conditional emails. Rule-based conditional email mapping details appear.

Mapping Email Template to Event and SLA Properties¶

Event and SLA are the properties of certain activities. These two properties apply to multiple activities and can be utilized as per requirement. SLA and Event properties appear in the Info actions panel where you can configure the SLA and Event-related details for the selected activity.
As part of the Event and SLA configuration, you can map the email template as per requirement.

A brief description of how to map an email template in the Event and SLA property of activity is indicated below.

1. Navigate to App Studio > Applications - open application name > Process Flow - process flow name > Open.
2. Drag an activity (select an activity that has Event /SLA properties, say e.g., Task activity) into the work area.

3. In the Edit panel, click the Event accordion. Event mapping details appear. While configuring the event details in Event Configuration-Step 3, you can view that there is an option to Send Email.

   
   

4. Click Send Email and then you can map the email template by selecting the email template name from the drop-down list.

5. In the Edit panel, click the SLA accordion. SLA mapping details appear.

6. Follow the configuration: Set Timer > Conditional SLA =Yes and select and map a Rule or Conditional Rule = No > Email. Step 3 in the SLA configuration - Email you can map the email template.

   
   

7. Select the email template from the drop-down for mapping the email to the Event.