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Adding a Send Email step

Updated on February 6, 2019


Learn more about configuring the Send Email shape in App Studio.

This task takes approximately 10 minutes to complete.

Configuring the Send Email shape

You can configure the Send Email shape after you add it to a flow. By customizing the shape, you can control the number of recipients and the format of the email messages.

  1. In the navigation panel, click Case types, and click the name of a case type.
  2. Hover over a process in a stage and click +Step.
  3. In the palette that is displayed, click More, and click Automations to view a list of step types.
  4. Click Send Email, and click Select to add the step to the life cycle.
  5. Identify the email recipients:
    • To send the email to an address, from the Send to list, select Email address and enter an email address.
    • To send the email to one or more fields, from the Send to list, select Field and select the name of a field. Separate multiple fields with a comma.
    • To send the email to a user reference, from the Send to list, select User reference and select the name of a user reference.
    • To send the email to a group of stakeholders, from the Send to list, select Participant and select the name of a work party.
  6. Click Add recipient to add and configure additional recipients.
  7. In the Subject field, enter the title of the email by entering a string expression. You can reference field names in the title to make it more dynamic and meaningful, for example, “The case “+.pyID + “ has been assigned to you”.
  8. To define the message content of the email:
    1. Click Compose to open the Compose message dialog box, which provides a rich-text editor that you use to create and style the message.
    2. Optional: To use a template, such as a rejection template, click Use existing and select a template. The template text is added to your email message. You can edit this text.
    3. Optional: To insert a property, click a position in the rich text editor, click the Insert property icon, and click a property to add to your email message. The message populates the property with the value of a field in your case, such as First name or Last name.
    4. Optional: To insert a link to the case, click the Link icon and select Link to current case. Enter the display text and title for the link and click OK.
  9. Optional: To add attachments to the email, select Include attachments, and do one of the following actions:
    • To include all case attachments, click All case attachments.
      • Select Category for a group of attachments with the same business classification or select Field for a single attachment that is stored in the field that you provide.
    • To include some case attachments, click Choose attachments.
      • Select the name of a category or field, based on the type of attachments that you are including.
  10. Click Save.

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