› Workflow › Business processes › Design a basic process › Add an activity › Activity types › Common activities › Email activity › Configure an Email activity

Configure an Email activity

Use the following procedure to configure an Email activity.

  1. Add an activity to the map. See Add an activity.

    By default, the Configuration tab is open in the properties panel of the activity.

  2. Enter a Name for the activity.
  3. On the Type list, select Common > Email.
  4. To specify the sender of the email, do one of the following in the From box.

    • To specify the email to be from a specific individual, group, or role, select the individual, group, or role.

    • To specify a dynamic sender, select the process or server variable that contains the email address of the sender (such as abcde.xyz@kofax.com).

    • To specify the email to be from a specific email address, click and enter the email address, such as peter@sing.com.

  5. To specify the recipient of the email, right-click in the To box and do one of the following.

    • If the email will be sent to specific individuals, groups, or roles, select the individuals, groups, or roles. For more than one recipient, separate the email addresses by a semicolon (;), such as abc@kofax.com; def@kofax.com.

    • To provide a dynamic value for the recipient, select the process or server variable that contains the email address of the recipient (such as lmnop.xyz@kofax.com). You can use a dynamic complex variable to hold multiple email addresses.

    • To specify that the email will be received by a specific email address, click and enter the email address, such as str@kofax.com.

  6. Specify a CC list (a list of recipients visible to other recipients of the message), and a BCC list (a list of recipients not visible to other recipients of the message).
  7. To specify the subject of the email, do one of the following in the Subject box:

    • To provide a dynamic value, select the process or server variable that contains the relevant subject line (such as AGILE Methodology Workshop).

    • To provide a static value, click and enter the subject line.

    • You can use a combination of text and variables. See Create an inline template for emails.

    You can reuse the subject of the email by copying and pasting it into another email activity.

  8. Optional. Add attachments to your email directly from the repository. For example, to attach all documents required for filing income tax returns to an email to your Charted Accountant, create a complex variable to hold the location of the documents. Use the options in the Attachments box.

    • To attach a single document, select a process or server variable of string or document type, or provide a static value, such as C:\Online_Banking\credit_check.doc.

    • To add multiple attachments, select a complex process or server variable (dynamic or static) or a folder variable.

    The filename of a TotalAgility document attachment is based on the extraction group document type name template and TotalAgility automatically adds an appropriate file extension. For example, if a document, "XYZ Bank Statement", is used as an attachment after PDF generation, then the filename becomes "XYZ Bank Statement.pdf."

  9. Set the level of Importance for messages so that recipients can identify the emails of higher importance.

    • Select High, Normal, or Low as needed. (Default: Normal)

    • To specify a dynamic value, select the process or server variable in the box provided. You can only use a String or an XML expression variable for importance, with High, Normal, or Low as the value. All values are case-sensitive.

  10. Customize your email Format using one of the following options.

    • Text: This format displays your email as plain text. Text is the default format supported by all email programs. However, plain text does not support bold, italic, colored fonts, or any other text formatting. It does not support pictures displayed directly in the message body but supports pictures added as attachments.

    • HTML: This format displays your email as HTML text. This format supports text formatting, numbering, bullets, alignment, horizontal lines, pictures (including backgrounds), HTML styles, stationery, signatures, and links to web pages.

    • Dynamic: For a dynamic format, specify a String variable with Text or HTML as the value.

  11. To specify the body of the email, do one of the following in the Body box:
    You can reuse the body of the email by copying and pasting it into another email activity.
  12. Save the process map.

    When you create a job on a process map that contains an email activity, the email is sent to the user through the SMTP server.