Send Email Connector

What is the Send Email Connector?

When you add the Send Email connector to your Process model and then reference a Screen for email body content, ProcessMaker Platform can send emails during Requests. The Send Email connector can email a specified email address when that Send Email connector triggers in a Request's workflow.

The Send Email connector adds the following components:

• Process Modeler: The Send Email connector adds the Send Email connector below the BPMN 2.0 elements in the panel to the left of the Process Modeler canvas. See the following sections in this topic:

  • Add a Send Email Connector to the Process Model

  • Configure a Send Email Connector

• Screens Builder: The Send Email connector adds a new Screen type called Email. Select the Email Screen type when creating a new Screen. See Email Screen type.

The email recipient's name and email address can be specified in one of the following ways when configuring the Send Email connector:

• Plain text

• A Variable Name setting value using mustache syntax, for example {{ email_recipient }} and {{ email_address }}, respectively

• A Magic Variable value, specifically {{ _user.fullname }} and {{ _user.email }}, respectively

Add a Send Email Connector to the Process Model

Add a Send Email connector from one of the following locations in Process Modeler:

• Object Panel: Located to the left of the Process Modeler canvas, the Object Panel contains various process model objects.

• Object Bar: Located at the bottom of the Process Modeler canvas, the Object Bar contains pinned Process model objects for quick access.

• Move a Process Model Object.

• Connect Two Process Model Objects with a Sequence Flow Element.

• Customize the Appearance of a Process Model Object.

• Copy Process Model Objects into the Clipboard.

• Clone Process Model Objects Without the Clipboard.

• Delete Process Model Objects.

Preview Email Content

After a Send Email connector element is added to a Process model and configured the email content, you may preview the Email content, which allows you to interact with and verify the Email content in the same Process Modeler.

Ensure to enter email content for each Send Email element in your Process model. If email content is not specified and the Send Email previews, the following placeholder displays:

Follow these steps to preview the associated Email Content from a Send Email Connector element:

1. Select the Send Email connector element to preview the associated email content. Available options display above the selected element.

2. Click the Preview icon. A preview window displays on the right-side of the Process Modeler.

   

3. In the Preview window, you can do the following:

   • Click the iconto open the Screen Builder to edit the associated Email-type Screen.

   • Click the iconto close the preview window.

   • Click another Task or connector element to change the asset in the same preview window.

Settings

The Send Email connector has the following panels that contain settings:

• Configuration panel

  • Edit the connector configuration

• Loop Characteristics panel

  • Specify characteristics to perform multiple instances of the Task.

• Documentation panel

  • Edit the connector's description displayed in Process documentation

Configuration Panel Settings

Email Recipient Limit

Your email provider may enforce a limit on the number of the email recipients allowed for each message. For example, Gmail through SMTP limits to 100 recipients.

To ensure seamless delivery and prevent any potential complications, adhere to the recipient limit set by your email provider.

Follow these steps to configure a Send Email connector:

1. Select the Send Email connector from the Process model in which to configure its settings.

2. Ensure that the Configuration panel displays. If not, show it. Settings to configure the Send Email connector display.

   

3. In the Name setting, edit the connector's name to display in the Process model and then press Enter.

4. Follow these guidelines to specify to whom to send the email:

   1. Determine which of the following this email recipient is:

      • Primary email recipient: If this is a primary email recipient, then configure the To settings below.

      • Carbon copy recipient: To send a carbon copy of this email to a recipient, then configure the Cc settings below.

      • Blind carbon copy recipient: To send a blind carbon copy of this email to a recipient, then configure the Bcc settings below.

   2. Click the icon beside the type of email recipient to send this email. The Recipient Type setting displays.

      

   3. From the Recipient Type setting, select from which recipient type to determine this email recipient. Select from these options:

      • Users and Groups: Send this email to user(s) or group(s). When this option is selected, the Users and Groups setting displays.

        Choose from one of the following options below to select the recipient(s):

        • Users: Select a user(s) from the available list to send the email.

        • Groups: Select a group(s) from the available list to send the email.

        To configure a different user or group currently selected, clickthe icon.

        To remove an email recipient that is currently added, click theicon.

      • Request Starter: Send this email to the user who started this Request.

      • Participants: Send this email to all users participating in this Request.

      • User ID: Send this email to a user based on the value of a Request variable. When this option is selected, the Send to User ID setting displays. Enter a variable name in this setting. A valid user name must be assigned to this variable in a previous step in the Request.

      • Email Address: Send this email to the entered email address. When this option is selected, the Send to Email Address setting displays. Enter a single email address or multiple email addresses separated by commas with no spaces.

        For example: amanda@mycompany.com,john@homeoffice.com.

        Alternatively, enter a Request variable in mustache syntax that contains a comma delimited string of multiple email addresses.

      • Process Manager: Send this email to the Process Manager assigned in the Process's configuration.

   4. Optionally, click theicon for a configured email recipient, and then place that recipient into a different email recipient type. For example, move a configured recipient from the To setting and place that user into the Bcc setting.

   5. Repeat sub-steps 1 through 5 above for each email recipient type to receive this email.

5. From the Email Server drop-down menu, select which email server that sends the email to the recipient(s). The Default Email Server option is the default. If additional email servers are configured from the Email Default Settings tab in Settings, then additional email server options display in the Email Server drop-down menu.

6. In the Subject setting, enter the subject of the email the Send Email connector sends.

7. From the Body setting, select one of the following options:

   • Plain Text:

     Select the Plain Text option to enter plain text to display as the email body. This is the default option. Follow these steps:

     1. From the Body setting, ensure that the Plain Text option is selected.  

        

     2. In the setting below the Plain Text option, enter the text that displays as the email body.

   • Display Screen:

     Select the Display Screen option to select an Email-type Screen from which to display its content as the email body. Follow these steps:

     1. From the Body setting, ensure that the Display Screen option is selected.

        

     2. Do one of the following:

        • From the drop-down menu below the Display Screen option, select from which Screen to display its content as the email body. Only Email-type Screens display from this drop-down menu.

        • Click the Create a new screen link. A new browser window opens to create a new Screen. After creating the Screen, the drop-down menu automatically populates with the created Screen. Otherwise, be sure to select the new Screen in the drop-down menu below the Display Screen option.

     3. Optionally, click the Open Screen link to view and/or edit your selected Screen. Note that your user account must have appropriate Screen category permissions to view and/or edit the selected Screen.

8. Optionally, click the +File button to specify the files to attach to this email notification. The Attach File settings displays. This is a required setting.

   

9. From the Source setting, select one of the following options:

   • URL: Select the URL option. The URL settings display. Follow these guidelines:

     1. In the URL setting, enter the URL referencing an attached file to be accessed from a Web address. This is a required setting.  

        

     2. Click Save. The URL referencing the file displays.

        

   • Request Variable: Select the Request Variable option if it is not selected. This is the default option. The Request Variable setting displays. Follow these guidelines:

     1. In the Request Variable Name setting, enter a Request variable name without the mustache syntax. This variable must already be linked to a File Upload control in a Screen in the same Request. When the Request is in-progress, any file uploaded using this File Upload control is attached to this email notification. This is a required setting.  

        

     2. Click Save. The Request variable referencing the file displays.

   • Request Array: Select the Request Array option to attach multiple files. The Request Array Variable Name and Variable in Array settings display.

     

     Follow these guidelines:

     1. In the Request Array Variable Name setting, enter an array-type Request variable.  This variable must already be linked to a File Upload control with Upload Multiple Files option enabled in the same Request. When the Request is in-progress, any files uploaded using this File Upload control are attached to this email.

     2. In the Variable in Array setting, enter the name of a variable in the Request Array Variable containing ID of the file to be attached. If the Request Array Variable is a simple array containing a list of files, leave this setting blank.

     3. Click Save. The Request variable referencing the files displays.  

        

10. Repeat steps 9 and 10 to add additional files.

11. Optionally, click on the Deleteicon to delete any referenced file from being attached to the email.

Loop Characteristics Panel Settings

Specify Characteristics to Perform Multiple Instances of the Task

Use the Loop Characteristics panel settings to specify how to perform multiple instances of this element. The following loop modes are available for this element:

• No Loop Mode: Select the No Loop Mode option to perform this element's Task only once.

• Loop: Select the Loop option to sequentially repeat this element's Task multiple times until an exit condition is True. This is useful when a Task should be performed multiple times with the same set of data, such as, processing a credit card payment. This loop mode has the following characteristics:

  • The element's Task is repeated until the exit condition is True or the maximum iterations limit is reached.

  • At any given time, only one instance of the Task is active. The subsequent instance does not begin until the current instance completes.

  • The same exit condition evaluates at the end of each instance; however, value(s) of the Request variable(s) used in the exit condition can change during an instance resulting in the exit condition to eventually evaluate as True.

  • If any one instance of that Task does not complete, workflow pauses.

  • All active instances are terminated if an interrupting boundary-type event element triggers.

  • An element configured in this mode shows the Loop icon in Process Modeler.

• Multi-instance (Parallel): Select the Multi-instance (Parallel) option to perform this element's Task multiple times in parallel a fixed number of times. This is useful when performing any action in bulk, such as sending an email to several people. This loop mode has the following characteristics:

  • Instances of the Task are governed by the size of an array-type Request variable where a new instance is created for each item in this variable. For example, an array with 10 items will create 10 parallel instances of this Task that each contains data from its respective array index.

  • All instances begin simultaneously when this element triggers; however, they perform their Task independently of each other.

  • The Task as a whole completes when all instances are complete.

  • The output from each instance can either be saved in the source Request variable or a new array-type Request variable.

  • All active instances terminate if an interrupting boundary-type event element triggers.

  • An element configured in this mode shows the Multi-instance (Parallel) icon in Process Modeler.

• Multi-instance (Sequential): Select the Multi-instance (Sequential) option to perform this element's Task multiple times sequentially a fixed number of times or until an exit condition is True. This is useful when sequentially repeating a Task multiple times but with a different set of data each time. This loop mode has the following characteristics:

  • Instances of the Task are governed by the size an array-type Request variable where a new instance is created for each item in this variable. For example, an array with 10 items will create 10 parallel instances of this Task that each contains data from its respect array index.

  • At any given time, only one instance of the Task is active. The subsequent instance does not begin until the current instance completes.

  • At the end of each instance an exit condition evaluates and the loop activity halts if the exit condition is True.

  • The Task as a whole completes when all instances are complete.

  • The output from each instance can either be saved in the source Request variable or a new array-type Request variable.

  • All active instances terminate if an interrupting boundary-type event element triggers.

  • An element configured in this mode shows the Multi-instance (Sequential) iconin Process Modeler.

‌Follow these steps to specify characteristics to perform multiple instances of the Task:‌

1. Select the element from the Process model in which to specify multiple instance characteristics.

2. Ensure that the Configuration panel displays. If not, show it. Panels to configure this element display.

3. Expand the Loop Characteristics panel. The Loop Characteristics setting displays. By default, Loop Activity is set to No Loop Mode and the Task is performed only once.

   

4. From the Loop Mode setting, select one of the following options to perform this element's Task more than once.

   • Loop: Select the Loop option. The settings for this loop mode display:

     

     Follow these steps:

     1. In the Maximum Iterations setting, enter an integer value representing the maximum number of times this Task should be performed.

     2. In the Exit Condition setting, enter a condition in FEEL syntax. When this condition is True the loop activity is halted.

   • Multi-instance (Parallel): Select the Multi-instance (Parallel) option. The settings for this loop mode display:

     

     Follow these steps:

     1. In the Request Variable Array setting, enter the name of an array-type Request Variable. The size of this array will determine how many times this loop iterates.

     2. In the Output Data Variable setting, enter the name of an array-type Request variable in which to store the results of all instances. Each instance of the loop saves to a separate JSON object within the array of the specified Request variable. If the Output Data Variable setting is not configured, then the output data replaces the source data in the Request Variable Array.

   • Multi-instance (Sequential): Select the Multi-instance (Sequential) option. The settings for this loop mode display:

     

     Follow these steps:

     1. In the Request Variable Array setting, enter the name of an array-type Request Variable. The size of this array will determine how many times this loop iterates.

     2. In the Exit Condition setting, enter a condition in FEEL syntax. When this condition is True the loop activity is halted.

     3. In the Output Data Variable setting, enter the name of an array-type Request variable in which to store the results of all instances. Each instance of the loop saves to a separate JSON object within the array of the specified Request variable. If the Output Data Variable setting is not configured, then the output data replaces the source data in the Request Variable Array.

Documentation Panel Settings

Edit the Connector's Description Displayed in Process Documentation

Describe the connector's purpose and how it functions in the Process. This description does not affect Requests for the Process, but may be useful for Process model maintenance such as how the connector is configured. 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.

Follow these steps to edit the description for a connector:

1. Select the connector from the Process model in which to edit its description.

2. Ensure that the Configuration panel displays. If not, show it. Panels to configure this element display.

3. Expand the Documentation panel if it is not presently expanded. The Description setting displays.

   

4. In the Description setting, edit the information to display when viewing documentation for this connector 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.

   

   Follow these guidelines to use the WYSIWYG rich text editor to stylize your text:

   • Undo changes: Click on theicon to undo the last action.

   • Redo changes: Click on theicon to redo the last undone action.

   • Insert/Edit Link: Click on theicon 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 theicon. The Insert/Edit Link screen displays.  

        

     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 iconto insert an image. Follow these guidelines:

     1. Click on the Insert/Edit Image icon.

     2. The Insert/Edit Image screen displays:  

        

     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 iconto 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 iconto 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 theicon.

       • From the Paragraph/Formats menu, select Inline and then Bold.

     • Italics: Do one of the following:

       • From the editor toolbar, select theicon.

       • 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 theicon. 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 theicon to select a custom color from the Color Picker.

         • Click theicon 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 theicon 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 theicon 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 theicon 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 theicon to justify text.

         • From the Paragraph/Formats menu, select Align and then Justify.

     • Insert a bullet list: Use theicon to format text as a bulleted list.

     • Insert a numbered list:  Use theicon to format text as a numbered list.

     • Indent text: Click on theicon to increase text indenting.

     • Outdent text: Click on theicon to decrease text indenting.

Advanced Panel Settings

Edit the Send Email Connector's Identifier Value

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.

All identifier values for all nodes in the Process model must be unique.

Follow these steps to edit the identifier value for a Send Email Connector:

1. Select the Send Email Connector from the Process model in which to edit its identifier value.

2. Ensure that the Configuration panel displays. If not, show it. Panels to configure this element display.

3. Expand the Advanced panel if it is not presently expanded. The Node Identifier setting displays. This is a required setting.  

   

4. In the Node Identifier setting, edit the Send Email Connector's identifier to a unique value from all nodes in the Process model and then press Enter.