Send an email

The Send an email action A tool for building the processes, logic, and direction within workflows. Actions are the steps the workflow performs to complete a process. sends a customizable email to recipients that you specify. The email originates from the workflow action, and you can customize:

  • Who receives the email.
  • What the email subject/message body is.
  • What attachments the email includes.

Before you begin: 

  • Understand Variables

  • Review allowlist IP addresses used by SendGrid. The Send an email action may execute on servers running outside your data center region. Before implementing, consider performance and regional concerns where digital boundaries are an issue.

Jump to:

Configure the send an email action

Important: 

Emails from tenants with a trial license can be sent only to email addresses of domains registered in the tenant. To see the list of registered domains in your Nintex Workflow tenant, go to Settings and then select Domain management. For more information about domain management, see Domain management.

  1. Add the action to the workflow and open the action configuration panel. For more information, see Add an action to the workflow.

  2. Type the Recipient email addresses.

    Note: Use commas or semicolons to separate multiple email addresses. Do not select a null variable for the Recipient email address. Send an email will fail if a null variable is passed in the Recipient email address.

  1. Type the Subject of the email.

    Note: Do not select a null variable for the Subject. Send an email will fail if a null variable is passed in the Subject.

  2. Type the Message body of the email.

    3. To expand the message body window and to see more options in the toolbar, click (Expand editor).

For more information on the fields and buttons, see Send an email fields, buttons, and settings.

You can configure the Send an email action to retrieve one or more file variables from previous points in the workflow and send the files as attachments.

  1. Open the configuration panel of the Send an email action.
  2. Click the File attachments field.
  3. Click + Variable.
  4. Select the file variable that you want to attach.
  5. Click Insert.

For more information on the fields and buttons, see Send an email fields, buttons, and settings.

Send an email fields, buttons, and settings

Field Description

Variable types
Recipient email addresses Email addresses for recipients of the email message that the action sends. Use commas or semicolons to separate multiple email addresses. Do not select a null variable.

Text, Collection

Reply to

The email address the recipient responds to when they reply to the email address that the action sends.

If you add variables to the Reply to field, the variable values must make up a single email address or the workflow will fail.

Text, Collection

Sender display name

The From name in the email that the action sends. The sender display name is followed by the default sender. For example, if your Sender display name is "Marketing Team" and the default sender is nintex@workflowcloud.com, the From field in the email displays as: Marketing Team <nintex@workflowcloud.com>. If you do not enter a sender display name then the email only shows the default sender in the From field.

Text, Decimal, Integer, Boolean, DateTime, Collection
Cc Email addresses for the Cc line on the email message that the action sends. Cc recipients receive a copy of the task email, and all recipients can see who was included in Cc. Use commas or semicolons to separate multiple email addresses. Do not select a null variable.

Text, Collection
Bcc Email addresses for the Bcc line on the email message that the action sends. Bcc recipients receive a copy of the task email, but their addresses are hidden from all other recipients. Use commas or semicolons to separate multiple email addresses. Do not select a null variable.

Text, Collection
Subject

Subject of the email message that the action sends. Do not select a null variable.

Text, Decimal, Integer, Boolean, DateTime, Collection
Message body

Body of email message that the action sends.

To expand the message body window and to see more options in the toolbar, click (Expand editor).

Button

Tooltip

Description

Bold

Apply bold formatting to the selected text.

Italic

Apply italic formatting to the selected text.

Underline

Apply underline formatting to the selected text.

Strikethrough (Displays only in the larger panel that's displayed when Full screen is selected.)
Apply strikethrough formatting to the selected text.
Subscript (Displays only in the larger panel that's displayed when Full screen is selected.)
Convert the selected text into a subscript.
Superscript (Displays only in the larger panel that's displayed when Full screen is selected.)
Convert the selected text into a superscript.
Block quote (Displays only in the larger panel that's displayed when Full screen is selected.)
Highlight selected text quoted from another source.

Font family

(Displays only in the larger panel that's displayed when Full screen is selected.)
Apply a font style to the selected text. The default font name is Open Sans.

Font size

Select the size of the font for the selected text.

Font color Change the text color for the selected text.
Font Background color Apply a background color for the selected text.

Insert/Remove Numbered List

Convert the selected text into one or more numbered list items.

Insert/Remove Bulleted List

Convert the selected text into one or more bulleted list items.

Paragraph Formatting styles Apply formatting styles from h1 to h6 to the selected text.
Text alignment Align the selected text to left, right, center or justify. When justified text is distributed evenly between margins when this is selected.

Link

Add a hyperlink to selected text. When you click the Link button, the Message body window presents two additional fields relating to the hyperlink: URL and Text. Type the URL and amend the Text if necessary. Click OK to confirm the hyperlink for the text.

Unlink

Remove a hyperlink. The unlink button becomes available after you click a hyperlink in the message body.

Decrease indent

(Displays only in the larger panel that's displayed when Full screen is selected.)

Decrease indentation for the selected list items.

Increase indent

(Displays only in the larger panel that's displayed when Full screen is selected.)

Increase indentation for the selected list items.

Expand editor

Display the field and toolbar buttons in a larger panel with additional toolbar buttons available.
Remove format

(Displays only in the larger panel that's displayed when Full screen is selected.)

Removes the formatting on the selected text.
Table

(Displays only in the larger panel that's displayed when Full screen is selected.)
Opens a dialog to insert a table. Click inside the table to access the contextual toolbar, where you can add or remove columns, merge cells, or split cells.
Image via URL

(Displays only in the larger panel that's displayed when Full screen is selected.)

Opens a dialog to add the image URL. Click on the image to access the contextual toolbar, where you can include alternative image text, caption, and styles.
Source View or edit the HTML version of the message body.
Horizontal line Insert a horizontal line above or below.
Accessibility help Displays a list of keyboard shortcuts available for use in the editor.

Text, Decimal, Integer, Boolean, DateTime, Collection

File attachments

Variables representing files to attach to the email that the action sends.

File, Collection