Activity - Send Email
Overview
- This activity sends an email
- Most commonly this activity is set up to send an invitation email to the people the task was sent to
- There are two send email activities set up automatically on each task that send invitation emails to the people you submitted the task to in the “To:” and “CC:” fields
- You can change what email is sent, who it is sent to, and what trigger sends the email
Steps to set up this activity
- Make sure you have workflow owner permission for the workflow you want to set this up on
- In the Advanced Editor navigate to the activities section for the task that you want
- Steps > Step > Task > Action Set > Action > Activities
- You currently cannot edit the layout of the email, but this functionality will be coming in a future update
- Use the ellipsis menu under the “Activities” heading where you can select “Add Child” and then “Send Email”
- The key properties that you may want to set up are
- “subject”: which sets the subject of the email being sent
- “toEntities”: which sets who will receive the email
- Done!
Advanced Editor properties and what they do
Properties shared between activities
Property | What does the property do (in plain english) | Possible values | How to find these values (in plain english) |
displayName | label of the activity | any string | |
comments | additional comments on what the activity do | any string | |
executeWhen | decides on when to execute the activity
| BeforeExecute
AfterExecute
OnExecute
Manual | |
runOnSystemEvents | specify an action event (that starts with $) that this activity will be executed | [”$actionEvent1”, “$actionEvent1”] | |
expression | data path expression if it satisfies then it will execute this activity | e.g. "'{$.asset.id}' = “123" |
Properties unique to this activity
- All of these unique properties sit within a “properties” object e.g.
{
"property one shared between components": "",
"properties": {
"entityType": "",
"etc": "",
}
}Property | What does the property do (in plain english) | Possible values | How to find these values (in plain english) |
sendEmail | decides whether to send the email. useful when testing out actions and you don’t want emails to be sent to actual users. | true or false | |
useBackgroundThread | uses background process in the api. | true or false | the server has a queueing system builtin. when this property is set to true, so when submitting an action you may not recieve the email right ahead if there are a lot of actions queued in the server. |
templateUri | email template that will be used. not avisable to change. unless there is new template available | ||
footerTemplateUri | footer email template that will be used. not avisable to change. unless there is new template available | ||
subject | email subject. tokens that are available for now are just {$.work.number} and {$.from.name} | any string | |
attachIcon | attatchs the risex logo in the email. recommended to be true | true or false | |
toEntities | array of string
strings:
All, Everyone, * = send email to all user in that work
Invites, To = send email to all users that you are trying to sent the work to
Cc = send email to all users you have cc’d
Creator = send email to the user who created the work
Initiator = send email to the user who initiated the action | [”All”, “Invites”] |