After the Workflow has been executed, the system can automatically send predefined e-mails. In this section, you can design how the e-mail should look, who should be the recipients, if there should be some attachments, etc. Let’s have a closer look at different options for the e-mails.
E-mail conditions – Show/hide conditions
Here you can set up the conditions that must be met for the e-mails to be sent. In case no field is filled in, an e-mail will be sent always.
Recipients
Here you can set up people who will receive the e-mail. You can choose from some predefined fields. For example, if the Workflow assigns the Transaction to a specific User (via Assignment), you can send an email to the “Assignee”. There are some other predefined fields, e.g. Assignee’s manager or Requestor. But you can also set up a specific User, specific e-mail address, specific Assignment (Users defined in Assignments), or even the Group (in the case of Group if the shared mailbox is set up in the Group settings, an e-mail will be sent to this shared mailbox. Otherwise, the e-mail will be sent to the personal e-mail mailboxes of all Users in the Group.)
Sender
- Sender – set up the sender of the e-mail
- Reply to – if the receiver decides to reply to the e-mail, his reply will be sent to this e-mail address
- Return path – if the e-mail could not be delivered for any reason, it will be returned to this e-mail address
– Email address – choose from your e-mail addresses saved in Flowis
– Evaluate Ruby – contact your IT administrator who can write a Ruby code to select a specific e-mail address (e.g. from a specific field on the Transaction)
– Set email – fill in the specific e-mail address
Template
The template defines the body and subject of the e-mail. E-mail template can have various versions and each version has its separate input conditions (for example, you have a separate version for each language mutation, and the conditions say for which countries should this language mutation be used). The template must be first set up in E-mail templates.
- Best match – Flowis will select only one version of the E-mail template that matches the most conditions (Transaction’s details vs. e-mail template’s version’s conditions).
- Match all – all the versions that match any of the conditions will be used and put one after another. The one that matches the most conditions will be at the top.
- Match all – join with line – the same as “Match all”, but the matched versions will be separated by a line (you will see where one version ends and another one begins).
- Match all reversed – the opposite of “Match all” – the version that matches the least of conditions will be at the top.
- Match all reversed – join with line – the same as “Match all reversed”, but the versions will be separated by a line.
Options
- Attach action fields files? – the attachments from any of the Active Storage Blob data type fields will be attached to the e-mail.
- Attach transaction file? – the transaction file will be attached to the e-mail. (e.g. Invoice pdf).
- Attach attachments? – the attachments added to the system field “Attachment” in any of the statuses will be attached to the e-mail.
- Send as reply to previous e-mail? – if the User receives any other e-mail notifications regarding this Transaction, the e-mail from this Workflow will be marked as a reply to these notifications (grouped in one thread in the User’s e-mail box).
- Attach Outlook adaptive card? – the User can make an action directly through the e-mail received in his mailbox without having to log in. This feature can be used only with Office 365 Microsoft e-mails. For more info you can visit this link: https://learn.microsoft.com/en-us/outlook/actionable-messages/. The setup has to be configured in SMTP settings. Please contact your IT administrator to learn more about this option.
- Preview in action form? – User can preview the e-mail before executing the Workflow from the action form.
This function of sending e-mails can be also used when commenting on the Transaction without changing the Status of the Transaction, which is defined in Comment Permissions.
Continue to our Workflows 6 article to look at some practical Workflow setup examples.
