Send Email by Template

This activity sends an email to specified recipients using a pre-defined email template. You need to define the recipients, subject, body type, and email content. You can select the pre-defined template to be used for the email body.

Group: Communication
Nature: Non-Blocking

Example: Automated Task Assignment Notification

When a new task is assigned, the system will automatically send an email to the specified recipients using the pre-defined template, dynamically including the assignee's name.

Properties, Entry Criteria and activity information

Properties represent the values used to perform the operations of an activity and Entry Criteria serve as conditions that determine whether an activity should be executed.

Field	Description
Properties
Recipient Type	Select the type of recipients for the email. Multiple options can be selected. Based on your selection, the system displays the remaining input elements on the screen. User: Sends the email to a specific user(s). User Group: Sends the email to all users within a selected group. Field: Allows you to search for fields in the context object that have a lookup to User, User Group, or Contact. You can select one of these fields to send the email accordingly. Expression: Allows to use constants, variables, or formulas to dynamically update the recipient's email address.
To Addresses	Search for and select the recipient email addresses from the list. You can also add email addresses that are not part of the application's user list.
CC Addresses	Search for and select email addresses to send a copy (CC) of the email. You can also add email addresses that are not part of the application's user list.
Field	Search for and select a field(s). For example, If the Context Object is "Assignment," you will find a field named "ActivatedBy" in the list.
Additional Email Address	Search and select a constant, variable, or formula to dynamically update the recipient's email address.
From Address	Enter the sender's email address.
From Name	Enter the sender's name.
Template	Search for your email template using the name of the notification email template and select the email template.
Template Data	Allows updating email content dynamically. If your template contains a placeholder (merge field) in the email body, you can define the corresponding template data to update it. For example, If your email body includes a placeholder like {{ TemplateData.AssigneeName }}, you can update the assignee name by entering the specific template data pair: AssigneeName: ID. When the email is sent, {{ TemplateData.AssigneeName }} will be replaced with the actual value, such as "John Doe".
Entry Criteria
Entry Criteria	Set the conditions that must be met to trigger the workflow. Field: Select the field you want to set as the condition criterion. It lists fields associated with the object you have selected at the time of workflow creation. Operator: You must select the logical operator from the list. This forms the relationship between the field and its value. Value: The value field changes based on the selected operator options. Enter or select the value for the specified field. To add more conditions, click Add Criteria. To remove all conditions, click Remove All.
Filter Expression	By default, the application applies AND logic to all criteria. You can adjust this to create more complex logical expressions if needed. You can customize your logic using parentheses, AND, OR, and NOT. For example, if you enter “(1 AND 2 AND 3) OR 4”, the system will evaluate whether all three of the first conditions are true, or if the fourth condition is true.
Criteria Expression	Displays the criteria expression based on the selected field, operator, and value condition. For example, ( Agreement.Name.Contains ("GVS Motors") and Agreement.RecordType= ("MSA") ) or Agreement.Status= ("Request")
Common
Name	Enter the technical name of the activity.
Display Name	This field auto-populates but can be changed if needed.
Description	Provide a description that is relevant to the activity.