Send Email

The Send Email action A feature that supplies the instructions in a botflow. sends an email using a botflow A file that stores the actions and variables designed to automate tasks. to one or more recipients.

Note: Sending a large number of email messages, or including a large number of recipients, may cause your email message to be blocked.  When possible, be sure to include a valid From email address, as well as a Subject to reduce the probability of your email messages being categorized as spam.

Using the Send Email action, you can:

  • Send regularly scheduled emails to a list of recipients.
  • Distribute attachments.

Some examples of using the Send Email action are to:

  • Distribute a newsletter to members of a group.
  • Send notifications to account holders.
  • Set up automatic reminder messages.

Add a Send Email action to a botflow

This example provides the steps necessary to add an Send Email action to a botflow.

To add a Send Email action to a botflow:

  1. Create a Credential to use your email account authentication from within the botflow.

    2. To create a credential:

    1. Click Add Item () on the Botflow Pane.
    2. Click Credential.
    3. Type a Name for the credential.
    4. Type a unique Username.
      Note: 
      • The username cannot match the name of any other credential in the botflow.
      • For email, the username is the email address.
    5. Type the value of the Password and confirm it to ensure that the correct value has been submitted.
    6. (Optional) Select Never save protected values with botflow.

      7. Note: In compliance with companies that have a policy against saved passwords, when selected, neither the password nor any of the Additional Field values are saved in the botflow. This option is for use in an attended bot situation where the user must first enter the password and/or Additional Field values before botflow runs, either by using the Credential Prompt action or by manually setting those values.

    7. (Optional) Type Notes to document any special instructions or functionality.
    8. Click OK to save the credential.
  2. Add an email account to your botflow.

    3. To create an email account:

    1. Click Add Item () on the Botflow Pane.
    2. Click Email.

      3. The Email window displays.

    • Account
      • Letter: Displays the default connection letter A rule that controls the connection to a target or application..
      • Email: Displays the email account information created in Credentials. If more than one credential is available, select the required credential from the drop-down list.
      • Authentication: Select Yes to require an SMTP Password for login.
      • Confirm Password: Enter the email authentication password.
      • Purpose: Select to:
        • Send & Receive: Both the Send Email (SMTP) settings and the Receive Email (IMAP) settings must be configured.
        • Send only: Only the Send Email (SMTP) settings must be configured.
        • Receive only: Only Receive Email (IMAP) settings must be configured.
      • Test Settings: Click to validate the entered Email Account information.

        • If the test is successful, a test email is sent to the email address provided in the Email field.

    • Send Email (SMTP)
      • Name: Enter an email display name for the email From field.
      • Server: Enter the SMTP Server name or IP address.
      • Port: Enter the required port number.
      • SSL: Select Yes to send email using SSL.
    • Receive Email (IMAP)
      • Server: Enter the IMAP Server name or IP address.
      • Port: Enter the required port number.
      • SSL: Select Yes to receive email using SSL.

  3. On the Actions list, click Email and then click Send Email from the Email list.

    4. The Send Email Action Builder window displays.

  1. Set the Send Email settings.

    To: Type an email address or email addresses into the To field.

    Subject: Type a subject into the Subject field.

    Attachment: Type in the attachment location in the Attachment field.

    Message: Type a message into the Message field.

    More: Click More to display additional fields.

  1. If needed, adjust the Rule settings to modify how Nintex RPA finds the application target.
  2. If needed, adjust the Run Error Task settings to fine tune how the action runs.
  3. View the action Details settings.
  4. If needed, adjust the Run Switch setting to create the action without running it.
  1. Optionally, add an action note.
  2. Click OK to add the Send Email action to the botflow.

If you will be using your account to routinely send email, consider using Account Preferences to store your Email Preferences.

To set Email preferences:

  1. Click Account from the Nintex RPAMenu Bar.
  2. Click Preferences in the Account Panel.

    3. The Preferences window displays.

  3. Click Email.

    4. The Email configurable fields display.

    Account

    • Email: Enter the email address. This address displays in the email From field.
    • Authentication: Defaults to Yes and requires SMTP Password for login.
    • Password: Enter the email authentication password.
    • Purpose: Defaults to Send and Receive. Select to Send only or Receive only if required.

    Send Email (SMTP)

    • Name: Enter an email display name for the email From field.
    • Server: Enter the SMTP Server name or IP address.
    • Port: Defaults to 25. Enter a different port number if required.
    • SSL: Defaults to No. Select yes to send email using SSL.

    Receive Email (IMAP)

    • Server: Enter the IMAP Server name or IP address.
    • Port: Defaults to 993. Enter a different port number if required.
    • SSL: Defaults to Yes. Select no if receiving email using SSL is not required.

  4. Click OK to save the changes.
Field or button Description
Send Email Options/Settings General

Note: Multiple field entries must be separated by a semi-colon, comma, or pipe character.

  • To: Type an email address or email addresses into the To field or use the Expression Builder to build the action settings using variables or other token values.

  • Subject: Type a subject into the Subject field or use the Expression Builder to build the action settings using variables or other token values.

  • Attachment: Type in the attachment location in the Attachment field, click the folder icon and browse to the attachment location, or use the Expression Builder to build the action settings using variables or other token values.

  • Message: Type a message into the Message field or use the Expression Builder to build the action settings using variables or other token values.

  • More: Click More to display these additional fields:

    • CC: Type a copy email address or email addresses into the field, or use the Expression Builder to build the action settings.
    • Bcc: Type a blind copy email address or email addresses into the field, or use the Expression Builder to build the action settings.

      Used when addressing a long list of recipients that don't know each other.
    • Reply to: Type a reply to email address or addresses into the field, or use the Expression Builder to build the action settings.

      Used when the reply should go to someone other than the sender.
    • Priority: Select to send the email priority from the drop-down list:
      • Normal: No special attention.
      • High: Requires urgent attention.
      • Low: Informational only.
    • Format: Select the email format from the drop-down list:
      • Plain text: Works for all email programs but does not display fonts, colors, or pictures.
      • HTML: Email message displays fonts, colors, and pictures.
Rules
  1. Click Rules from the Action Builder The Action Builder window provides access to the tools needed to create and modify Actions or instructions within a botflow. window to adjust the Connection Letter.
  1. Click the Connection Letter to select another email account.
  2. Click to select All Email or Current Email.

Note: Selecting Current Email requires that the email action be inside of the Loop Email action.
Details

When directed by Nintex Support, click Details from the Preview Panel of the Action Builder. If needed, Nintex Support will supply additional information.
Run error task
  1. Click Run error task.
  2. Open the On Error drop-down list and select the required setting:
    • Run error task: A botflow containing an error task automatically runs the error task in the event of an error. If the botflow does not contain an error task, the botflow stops in the event of an error.
    • Stop on error: The botflow stops in the event of an error.
    • Ignore errors: The action is skipped in the event of an error and the botflow attempts to execute the next action
  1. Click X to close the drop-down and save the setting.
Note

(Optional) Type a Note to document any special instructions or functionality.    
Run Switch

The Run Switch toggle controls how Nintex RPA runs an action when adding or editing an action in a botflow.

  • Run: To run the action automatically when you click OK, turn the toggle to Run.

  • Don't Run: If you do not want to run the action automatically when you click OK, turn the toggle to Don't Run.
OK/Cancel Click OK to save the action or click Cancel to discard the action or any changes.