Send Email
Use the Send Email action to send a message (Body and Subject) to one or more recipients (To, CC and Bcc). The Send Email action gives you the…
Use the Send Email action to send a message (Body and Subject) to one or more recipients (To, CC and Bcc). The Send Email action gives you the possibility to include attachments along with your message.
PROCESIO integrates Send Email action with your email server configurations. This means that once you configure the Email server to use (check Working with Credentials Manager), you can start configuring the Send Email action in any flow.
How to configure the Send Email action?
Go to the Process Designers section and open a new or an existing process. Actions configuration can be performed once they are dragged and dropped on canvas.
Step 1: Drag the Send Email action from Toolbar and drop it on canvas; click on the action to open the Properties Panel.
Step 2: You can edit the Action Name.
Step 3: In Select SMTP credentials, pick the SMTP server credential to send with. It must already exist in the Credentials Manager.
If the desired email server configuration is not created upfront, you have a shortcut in the selector to proceed to the Credentials Manager page.
Step 4: Click the Send Email card to go to the email configurations steps.
Step 5: Email configuration
| Field | Required | What to put |
|---|---|---|
| From (Display Name) | No | The sender name the recipients see in their inbox. Text or a process variable. |
| From (Entity) | No | A sender address that replaces the one in the SMTP credential, if your mail server allows it; otherwise it is ignored. |
| To | Yes | The recipients' email addresses. Separate several addresses with ;. Text or a process variable. |
| Cc, Bcc | No | More recipients, separated with ;. |
| Subject | Yes | The subject. Can include process variables. |
| Body | Yes | The message. Can include process variables. |
| Map attachment | No | One or more files (a File variable or a list of files) to attach. |
| Body is Html | No | Tick it when Body contains HTML, to send a formatted email. |
Step 6: Save the configuration.
Testing the Send Email action
You can check if the Send Email action is properly configured, users can try sending an email from the existing panel, by accessing “Test Action” section on sidebar. A new section dedicated for testing will be displayed. Here, you can see the process variables used in email configuration populated under “Variables”. You have to assign test values to the process variables under “Test values” taking into account their “Type” which is also displayed.
Example of testing an action: In the above example, the email configuration includes 4 variables:
- <%contactEmailAddress%> (used in To)
- <%contactName%> (used in subject)
- <%invoicetotal%> (used in email body)
- <%invoices%> file for attachments
We have assigned values to the process variables and pressed Test Action button.
When testing, you need to ensure that no email gets sent to any customers by accident. For this reason, you should fill in email addresses for test purposes only.
After hitting Test Action button, the “Test output” section will be displayed, where you can see the status of the last action test. The status can be:
- Success: if the action test was successful.
- Failed: if the action test failed.
Good to know
- Separate addresses with a semicolon (
;) in To, Cc and Bcc. - An invalid address fails the step with "Invalid email addresses: …", listing the addresses that were refused.
- At least one recipient is needed; otherwise the step fails.
- From (Entity) only works if your SMTP provider lets you send as another address. Many providers ignore it or reject the email.
- Test Action sends a real email. Use test addresses when you test.