Creating a Step that Sends an Email

Conga Orchestrate can embed email alerts in your Conga Orchestrate definitions. This allows you to send an email to internal and/or external recipients as an automated step within your processes. For example, you can notify people in your organization when a process has reached a certain point. You can notify clients via email as well, such as a Welcome Aboard email at the end of an onboarding process or a Transfer Complete email when a transfer is done.

Creating the Step that Sends an email

Email steps cannot have child steps. To create a step to follow up on an email, create the child step at the same level as the Send Email step.

Go to the definition where you will place this step.
In the Steps section, click New Email Alert. If you already have steps in a definition, you can use the New Child link next to the step name in the definition screen or the New Child Step button while viewing the existing step, located near the bottom of the screen. In the resulting Step Edit screen, change the step type to Send Email.
Complete the fields:
- Step Name: Enter a name for the step. This field copies into the subject when the process executes.
- Step Type: Select Send Email.
- Parent Step: Use Lookup to define the parent step, which must be completed before the Send Email step is initiated. Leave the field blank if the Send Email step must be initiated when the process starts.
- Parent Stage: If a parent step is part of a parent stage, all steps in the stage must complete before the Send Email step is created.
- Definition: The field is automatically populated based on the definition.
- Stage: Use Lookup to select the stage to associate with the Send Email step, if applicable.
- Email From (Sender): Select the email address of the user sending the email alert, the person who initiated the process or completed the parent task, or an organization-wide email address defined in Salesforce.
- Email Recipients: Select the recipients for the email message, which can be individual users and the persons identified in a user or email field on the account, contact, or process object. In addition, account team member and team member records can be recipients.
- Email Additional To: Enter the email address for each additional person you want to receive the message, making sure to separate email addresses using a semicolon.
- Template Source: Select Salesforce, SendGrid, or Composer [Conga] to identify the source application for the template.
  - Salesforce: Select an HTML or text-based template in the Email Template list, and select the Email Template Contains ONLY User Fields checkbox if the selected template contains only merge fields from the user record. Email templates can contain merge fields from the account, contact, business process, and user records. If you do not select the checkbox, you can still send the email to a user, because this option controls how Salesforce merges data into the email template.
  - SendGrid: Select a SendGrid template in the SendGrid email template list. To edit the template, click the Edit Template link to log into Send Grid.
  - Composer: Select a Conga Composer template in the Composer email template list. These email templates are defined on the same object type as your definition's object type. When this option is selected, Email From (Sender) must be set to an org-wide email address.
- Delay Creation: Select this checkbox to define the conditions that must be met before the email is sent, or to specify the date the email is sent. For example, use the delay option to send an email reminder two days after a prior step is created, or use it as "marketing automation lite" to send emails on a schedule.
- Populate the adjusted due date fields:
  - Send Date Adjustment Base Date: The date selected in this field is used to calculate when the delayed email alert will be sent.
  - Parent Object: Calculation uses the Due Date field on the object specified in the Object Name field for the definition.
  - Current Date: Calculation is based on the current date. The current date is the date that the Send step is created.
  - Parent Event: Calculation uses the event date as the base date. This only applies if the current step is a child of an event placeholder step.
  - Date Field: Calculation uses any Date or DateTime field from the selected related account, contact, or process object.
  - Send Date Adjustment: This number is added to the date specified in the Send Date Adjustment Base Date field.
Configure any needed Step Creation Conditions.
Click Save.

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Creating a Step that Sends an Email

Creating the Step that Sends an email

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