---
title: "Email Start Event"
slug: "email-start-event"
updated: 2025-12-06T00:57:37Z
published: 2025-12-06T00:57:37Z
canonical: "docs.processmaker.com/email-start-event"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://docs.processmaker.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Email Start Event

The **Email Start Event** is a type of Start Event that automatically starts a process when a specifc email is received. It listens for incoming emails through a connected email account (using IMAP) and triggers a new Case when an email matches specific conditions.

Use this event to automate processes based on incoming emails, such as starting a support ticket, handling a form submission, or processing a service request, without requiring manual input.

![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/image-1756148020758.png)

### How It Works

1. [Add the Email Start Event](/v1/docs/email-start-event#add-an-email-start-event) at the beginning of a process.
2. Connect an email account (IMAP) to listen for incoming messages.
3. Define email filters to specify which emails should trigger the process. Filters can include:
  - Sender address
  - Subject line
  - Keywords in the body
  - Attachments, etc.
4. When a matching email arrives:
  - A new Case is created automatically.
  - Relevant email data can be parsed and mapped to process variables.
  - A log entry is created for traceability.
5. If the email does not match the filters, the process is not triggered.
6. If email processing fails, an error is logged, and optional notifications can be sent.

#### Use Cases

- Start a process when a customer sends an email to a support inbox.
- Trigger approval workflows from form submissions sent via email.
- Capture incoming documents for processing using email attachments.

---

## Add an Email Start Event

**Permissions**

Your user account or group membership must have the following permissions to configure a Message Start Event object in the Process model unless your user account has the **Make this user a Super Admin** setting selected:

- Processes: Edit Processes
- Processes: View Processes

See the [Process](/v1/docs/permission-descriptions-for-users-and-groups#processes) permissions or ask your Administrator for assistance.

Add an Email Start Event from one of the following locations in the Process Modeler:

- **Object Panel:** Located to the left of the Process Modeler, the Object Panel contains various process modeling objects.
- **Object Bar:** Located at the bottom of the Process Modeler, the Object Bar contains [pinned](/v1/docs/process-modeler#pin-and-unpin-objects) Process modeling objects for quick access.

Add from the Object panelAdd from the Object bar

Follow these steps to add an Email Start Event from the Object panel:

1. Click the **Add** icon ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/1a76eda2-90eb-4585-be38-c6e1c99c9d4e.png) from the Object bar at the bottom to view the Object Panel.
2. Click the **Start Event** object to select it.
3. Click the location in the Process model to place this object. If your process has a Pool object, the object cannot be placed outside of the Pool.
4. Click the **Objects** drop-down menu, and then select the **Email Start Event** option. ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Email Start Event.png)

The Email Start Event displays. ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Email Start Event Object.png)

Follow these steps to add an Email Start Event object from the Object bar:

1. Ensure that the object is pinned to the Object bar. If not, [see instructions to pin it](/v1/docs/process-modeler#pin-and-unpin-objects).
2. In the Object bar at the bottom center, click the object's icon.
3. Click the location in the Process model to place this object. If your process has a Pool object, the object cannot be placed outside of the Pool.
4. Click the **Objects** drop-down menu, and then select the **Email Start Event** option. ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Email Start Event.png)

The Email Start Event object displays. ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Email Start Event Object.png)

**Adjust location and appearance**

- [Move a Process Model Object.](/v1/docs/process-modeler#move-process-model-objects)
- [Connect Two Process Model Objects with a Sequence Flow Element.](/v1/docs/sequence-flow-element#connect-two-process-model-objects-with-a-sequence-flow-element)
- [Customize the Appearance of a Process Model Object.](/v1/docs/customize-the-appearance-of-a-process-model-object)
- [Copy Process Model Objects into the Clipboard.](/v1/docs/process-modeler#copy-process-model-objects-into-the-clipboard)
- [Clone Process Model Objects Without the Clipboard.](/v1/docs/process-modeler#clone-process-model-objects)
- [Delete Process Model Objects.](/v1/docs/process-modeler#delete-process-model-objects)

---

## Settings

The Email Start Event has the following settings:

- [**Properties**](/v1/docs/message-start-event#configuration-panel-settings) panel
- [**Documentation**](/v1/docs/message-start-event#documentation-panel-settings) panel
- [**Advanced**](/v1/docs/message-start-event#advanced-panel-settings) panel

---

### Properties Panel Settings

The Properties panel defines the conditions for creating a new case from an incoming email. Use these settings to configure criteria, assignment, and attachments.

Follow these steps to edit the configuration for the **Email Start Event**:

1. Select the object from the Process.
2. Click ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/setting.png) to view the **Properties** panel. If not, [show it](/v1/docs/show-configuration-settings-for-a-process-model-object).

#### Email Listener

Connects the start event to a specific mailbox that has been configured as an Email Listener in the Admin settings. ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Email Listener Setting.png)

**How to use:**

1. From the **Email Listener** dropdown, select the mailbox you want this event to monitor.
2. Ensure the listener is active and properly scheduled in [**Admin > Email Listeners**](/v1/docs/email-listeners).

**Example**: If you have a listener set up for support@company.com, selecting it here ensures that all incoming emails to that address can trigger this event.

#### Initial User

Assigns the first task in the process to a specific user when the event triggers. ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Initial User Setting.png)

**How to use:**

1. Start typing the username of the intended assignee.
2. Select the user from the dropdown list.

**Tip:** If left blank, assignment rules defined in the process (like self-service or round-robin) will apply.

#### Subject Text

Filters emails by subject line content. Only emails with the specified keyword(s) will start a process. ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Subject Text Setting.png)

**How to use**:

1. Toggle the switch on.
2. Enter a keyword or phrase (case-insensitive) in **Contains** and **Not Contains**.

**Example**: Enable this and enter “Support Ticket” and “Customer“ accordingly. Only emails with “Support Ticket” but not “Customer“ in the subject will trigger the process.

#### Body Text

Filters emails by the content of the email body. ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Body Text.png)

**How to use**:

1. Toggle the switch on.
2. Enter the keyword(s) or phrase(s) in **Contains** and **Not Contains**.

**Example**: Use “urgent” to only start a process when the body of the email includes the word “urgent” but not “customer“.

#### Email From

Restricts the trigger to emails from specific senders. ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Email From Setting.png)

**How to use**:

1. Toggle the switch on.
2. Enter one or more email addresses (e.g., `client@partner.com`) or domains (e.g., `@partner.com`) in **Contains** and **Not Contains**.

**Example**: Only trigger processes when emails come from your vendor’s domain.

#### Attached Documents

Requires incoming emails to include at least one attachment before a process starts. ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Attached Documents Setting.png)

**How to use**:

1. Toggle the switch on.
2. Enter the keyword(s) or phrase(s) in **Contains** and **Not Contains** about the file name attached**.**

**Use case**: Ensures a process only starts when someone submits required documents (e.g., expense reports, signed forms).

#### Attached Extension

Restricts email-triggered processes to specific file types. ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Attached Extension Setting.png)

**How to use**:

1. Toggle the **Attached Extension** switch to activate the filter.
2. In **Contains**, enter file extensions should trigger the process, and press **Enter**.
3. In **Not Contains**, enter file extensions to exclude, and press **Enter**.

**Example**: If you only want emails with PDF attachments to start a workflow:

- Add `.pdf` to the **Contains** field.
- Add `.docx`, `.html` to **Not Contains** for stricter control.

This ensures that only emails with matching attachment types will trigger the associated process.

#### Add Keyword

Extract specific content from the body of incoming emails to be saved into process variables for later use in your workflow. After reading the text within the email body, it captures the content between two defined keywords **Key Start** and **Key Finish**. The captured text is then stored in the **Variable Name**. ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Add Keyword Example.png)

**How to use**:

1. Click the **+** icon to add it.
2. In **Key Start**, enter the keyword that marks the beginning of the content you want to extract.
3. In **Key Finish**, enter the keyword that marks the end of the content to extract.
4. In **Variable Name**, enter a request variable name. The text found between the **Key Start** and the **Key Finish** keyword will be saved in the specified variable.
5. Click **Save**. The keyword is listed. ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/image(356).png)
6. Add multiple keywords if needed.

**Example**: If the body of the email includes a section like:

```plaintext
Nombre John Apellido Doe
```

Then the extracted value would be **John**, which can be assigned to a variable like `name`.

#### Attach Document When Creating the Request

Determines whether attachments from the incoming email are saved in the request’s document repository. ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Attach Doc Request Setting.png)

**How to use**:

1. Toggle the switch on if you want attachments automatically uploaded.
2. Leave it off if you don’t need attachments stored with the case.

**Tip**: Always enable this when workflows depend on incoming files (e.g., contracts, receipts).

---

#### Example Configuration

A company wants to automatically start an Invoice Approval process whenever a vendor emails an invoice. This can be configured with an Email Start Event using the following settings:

| ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Email Listener Configuration.png) | - **Email Listener**: `invoices@company.com` - **Initial User**: Accounts Payable Clerk - **Subject Text**: “Invoice” - **Attached Extension**: `.pdf` - **Attach Documents when creating the request**: Enabled |
| --- | --- |

When a vendor sends an email with “Invoice” in the subject line and a PDF attached, a new process request is created and assigned to the Accounts Payable Clerk, with the PDF stored in the case.

---

### Documentation Panel Settings

Describe the object's purpose and how it functions in the Process. This description does not affect Cases for the Process, but may be useful for Process maintenance. Edit information by using the What-You-See-Is-What-You-Get (WYSIWYG) rich text editor.

A Process's entered documentation displays by selecting the [**View Documentation** icon for that Process](/v1/docs/view-documentation-for-a-process).

#### Edit the Object Documentation

Follow these steps to edit the description for an object:

1. Select the object from the Process model in which to edit its description.
2. Ensure that the **Configuration** panel displays. If not, [show it](/v1/docs/show-configuration-settings-for-a-process-model-object). Panels to configure this object display.
3. Expand the **Documentation** panel if it is not presently expanded. The **Description** setting displays.

![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/89097766-6673-4c17-89c0-ad9dfd097bac.png)
4. In the **Description** setting, edit the information to display when viewing documentation for this object and then press **Enter**. Alternatively, use the What-You-See-Is-What-You-Get (WYSIWYG) rich text editor to stylize your text by clicking the **More** icon ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/25ba6607-796e-4fb0-a393-fd5ff13801e5.png).

![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/2e6ab195-ae84-4e51-91c1-f51901d6979d.png)

Follow these guidelines to use the WYSIWYG rich text editor to stylize your text:
  - **Undo changes:** Click on the![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/82b95720-2347-4fc7-a686-7db2789b3a15.png)icon to undo the last action.
  - **Redo changes:** Click on the![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/6a2eade4-a95c-4aaa-833e-faf2085275bf.png)icon to redo the last undone action.
  - **Insert/Edit Link**: Click on the![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/0a6f7db7-020e-4ace-ab73-38768ab1cafe.png)icon to convert the selected text into a hyperlink. Follow these steps to create a hyperlink:
    1. Select the required text from the Rich Text control.
    2. Click on the![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/0a6f7db7-020e-4ace-ab73-38768ab1cafe.png)icon. The **Insert/Edit Link** screen displays.

![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/51646210-bd2d-4abb-be4a-6c83d21e3f38.png)
    3. In the **URL** setting, enter the destination URL.
    4. In the **Text to display** setting, edit or enter the text displayed in the Rich Text control.
    5. In the **Title** setting, enter the text to display when a user hovers over the displayed text.
    6. From **Open link in…** drop-down menu, select one of these options:
      - **New window**: Select this option to open the destination page in a new browser window.
      - **Current window**: Select this option to open the destination page in the current browser window.
  - **Insert/Edit Image:** Click on the **Insert/Edit Image** icon![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/d278ce80-4e5f-4a25-8259-a378469e8017.png)to insert an image. Follow these guidelines:
    1. Click on the **Insert/Edit Image** icon![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/d278ce80-4e5f-4a25-8259-a378469e8017.png).
    2. The **Insert/Edit Image** screen displays:

![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/2e7ef77e-9276-495b-b697-9b267998c805.png)
    3. In the **Source** setting, enter a URL for the image.
    4. In the **Alternative Description** setting, enter the text to display if the source URL of the image is not accessible.
    5. In the **Width** setting, enter the maximum width for the image.
    6. In the **Height** setting, enter the maximum height for the image.
    7. Toggle the **Constrain Proportions** icon![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/2dc03dd8-ad0a-441a-b3f3-ee0b91b7237d.png)to maintain the width-height ratio of the image to its original proportion.
    8. Click **Save**.
  - **Insert Page Break for PDF:** Click on the **Insert Page Break for PDF** icon![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/01500cd4-ead1-423d-813d-4bc4e4024feb.png)to insert a page break when a PDF document is created for this documentation if your browser supports this feature.
  - **Format text**: Follow these guidelines to format text:
    - **Headings**: From the **Paragraph/Formats** menu, select **Headings** and then select a heading size.
    - **Bold:** Do one of the following:
      - From the editor toolbar, select the![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/eb65021e-df73-41c0-8477-b43496246d26.png)icon.
      - From the **Paragraph/Formats** menu, select **Inline** and then **Bold**.
    - **Italics:** Do one of the following:
      - From the editor toolbar, select the![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/9c316009-0761-4d23-9cf4-a854f95a8243.png)icon.
      - From the **Paragraph/Formats** menu, select **Inline** and then **Italic**.
    - **Underline**: From the **Paragraph/Formats** menu, select **Inline** and then **Underline**.
    - **Strikethrough**: From the **Paragraph/Formats** menu, select **Inline** and then **Strikethrough**.
    - **Superscript**: From the **Paragraph/** **Formats** menu, select **Inline** and then **Superscript**.
    - **Subscript**: From the **Paragraph/Formats** menu, select **Inline** and then **Subscript**.
    - **Code**: From the **Paragraph/Formats** menu, select Inline and then **Code**.
    - **Paragraph**: From the **Paragraph/Formats** menu, select **Blocks** and then **Paragraph**.
    - **Blockquote**: From the **Paragraph/Formats** menu, select **Blocks** and then **Blockquote**.
    - **Division**: From the **Paragraph/Formats** menu, select **Blocks** and then **Div**.
    - **Preformatted**: From the **Paragraph/Formats** menu, select **Blocks** and then **Pre**.
    - **Change text color**: Use the **Text Color** drop-down to change text color. Click on the![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/9b86a8d8-00fb-4277-ab63-c289f995a3d8.png)icon. The color palette displays. Do one of the following:
      - Select one of the color swatches from the color palette. The selected text changes to that color.
        - Click the![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/7a1afb43-d6b8-4387-87b3-47d36bf90c17.png)icon to select a custom color from the **Color Picker**.
        - Click the![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/d415e3a3-57ed-4eb3-b02b-d73cf49dd11b.png)icon to reset the text to its default color.
    - **Align text**: Follow these guidelines to align text:
      - **Left align:** Do one of the following:
        - From the editor toolbar, use the![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/2ebc4dd1-927e-4a0b-8923-501d00e11536.png)icon to left-align text.
        - From the **Paragraph/Formats** menu, select **Align** and then **Left**.
      - **Center align:** Do one of the following:
        - From the editor toolbar, use the![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/3afa3e02-7de3-458d-8e9e-7f25366bff1b.png)icon to center-align text.
        - From the **Paragraph/Formats** menu, select **Align** and then **Center**.
      - **Right align**: Do one of the following:
        - From the editor toolbar, use the![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/6cc254b5-b698-4a69-a6e3-4be7072e97bd.png)icon to right-align text.
        - From the **Paragraph/Formats** menu, select **Align** and then **Right**.
      - **Justify**: Do one of the following:
        - From the editor toolbar, use the![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/6d881598-560e-435b-b9ee-ad3ec9391f88.png)icon to justify text.
        - From the **Paragraph/Formats** menu, select **Align** and then **Justify**.
    - **Insert a bullet list**: Use the![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/d823be68-27e5-4194-b953-c69353fbb4b3.png)icon to format text as a bulleted list.
    - **Insert a numbered list:** Use the![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/0e3dd4c2-b0ee-4c74-9bc2-1872e5cfeee1.png)icon to format text as a numbered list.
    - **Indent text**: Click on the![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/b728d118-24b7-416e-9cc2-7c1a532a345d.png)icon to increase text indenting.
    - **Outdent text:** Click on the![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/fbfd076e-0625-43bf-89ca-f9c183e6aa89.png)icon to decrease text indenting.

---

### Advanced Panel Settings

The Process Modeler automatically assigns a unique value to each Process node added to a Process model. However, a node's identifier value can be changed if it is unique to all other nodes in the Process model, including the Process model's identifier value.

> [!NOTE]
> All identifier values for all nodes in the Process model must be unique.

#### Edit the Node's Identifier Value

Follow these steps to edit the identifier value for a Message Start Event object:

1. Select the Message Start Event object from the Process model in which to edit its identifier value.
2. Ensure that the **Configuration** panel displays. If not, [show it](/v1/docs/show-configuration-settings-for-a-process-model-object). Panels to configure this object display.
3. Expand the **Advanced** panel if it is not presently expanded. The **Node Identifier** setting displays. This is a required setting.

![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/62bb07ec-c739-4008-b02a-d5c506a82eb4.png)
4. In the **Node Identifier** setting, edit the Message Start Event object's identifier to a unique value from all nodes in the Process model and then press **Enter**.