Send Email Step

Use the Send Email step to send an email in workflow step. Emails can have formatting, links, attachments, and data from the workflow, SmartObjects and other systems.

Use the Send Email step in the following example scenarios:

To provide feedback and workflow status updates
Send instructions, summary information, and documents
Send the recipient's manager an email

Note that you should use escalations to send task reminders and expiration notices instead of using the Send Email step, but there may be scenarios where using the Send Email step is a better option.

Drag the Send Email step from the Basic category, Favorites bar, or the Recent category onto the canvas.

Example of a Send Email step in a workflow

How to add a Send Email step

From the Toolbox click the Basic category, then drag the Send Email step onto the canvas.
Select the Send Email step and expand the Configuration Panel.
Select the Send Email tab. Customize the email message by adding a subject line, additional recipients, and message text.

The following table explains the available options:

Option	Explanation	How to Use
To	Allows you to specify which user or group is to receive the email. The Originator is added by default. Use the down arrow to include From, CC, and BCC recipients.	Select a user or group from the drop down menu. Click the Edit button to type / construct your own user. Click the Add link to add additional recipients.
Subject	Allows you to specify a subject. You can use a combination of inline functions, data fields, SmartObjects, and workflow context data from the Context Browser to create a unique subject line.	The following applies to the Subject field: Drag and drop inline functions and field properties (from the Context Browser) into the field to create dynamic functions Manually type a descriptive subject
Body	Allows you to create the body of the email. You can select a standard template or create a custom message. As with the subject, you can create dynamic content using items from the Context Browser.	Drag and drop inline functions and field properties (from the Context Browser) into the field to create dynamic functions. Manually type the email message. Click the Open Text Editor link to open the rich text panel to edit font type, size and alignment. Click the Insert Field link to expend the Context Browser. Click the Clear link to clear all text, inline functions, and field properties from the body.
Attachment	Allows you to add attachments to the email. You can use a reference, a function, or a SmartObject that returns a file in the Attachment field. You can add multiple attachments to the Send Email step. When you use a SmartObject to return a file, make sure the attachment property is set to File type. For more information on different SmartObject property types, see Properties.	Click the Add button to add attachments fields. Drag and drop the reference, function, or SmartObject method to add the attachment to the email.

To select a recipient click the To drop down menu. By default, the workflow originator is selected. Other options in this drop down include Originator Manager, Browse, and Type/Construct my own.

For more information on dynamic recipients, see the Create a Dynamic Recipient topic.
To add another recipient click the Add link.
From the drop down menu, select the Browse option.

The Select User page displays. In the Search Items field, type the name of the user. Use the drop down menu to choose which label to search.

Use any of these methods to search for a user, role and group:

Search method	Description
Display name	Use the display name or part thereof to search on. Example: Type par in the search area to return results.
FQN	Use the Fully Qualified Name (FQN) to search on. Example: Type denallix\bob in the search area to return Bob. When you type a user name into the field, make sure it is a valid user and you've not made any spelling mistakes as user names are not validated. Typing an invalid user may result in orphaned workflow instances. If you think you have orphaned workflow instances, go to K2 Management and redirect the tasks to a valid user.
Email	Use the Email address to search on. Example: Type bob@denallix.com in the search area to return Bob.

Search method

Description

Display name

Use the display name or part thereof to search on.

Example: Type par in the search area to return results.

FQN

Use the Fully Qualified Name (FQN) to search on.

Example: Type denallix\bob in the search area to return Bob.

When you type a user name into the field, make sure it is a valid user and you've not made any spelling mistakes as user names are not validated. Typing an invalid user may result in orphaned workflow instances. If you think you have orphaned workflow instances, go to K2 Management and redirect the tasks to a valid user.

Use the Email address to search on.

Example: Type bob@denallix.com in the search area to return Bob.

Select the user and click OK.
To remove a recipient, select one and click the Trash bin icon.
Use the down arrow to include From, Cc or Bcc recipients to the email.
Cc and Bcc recipients added.

By default, the From Address is set but can be changed if necessary.

For more information on how to send an email to users based on a Get List SmartObject, see the How to: Use the All items as a collection topic.

In this example, the email is sent to the Originator. It informs the workflow originator that the task was approved.
Click the Subject field and type a value or use inline functions or dynamic fields by clicking the expand or collapse toggle to expand the Context Browser. Within the Context Browser, select inline functions from the Functions, Fields, SmartObjects or the Workflow categories to define your function. Click and drag the function on to the field.
Type content into the Body field or to customize the body of the email, click the Open Text Editor link.
The Text Editor Panel displays.
Type the email body. Make use of the text formatting tools such as Font, Font size, Bold, Italic, Underline and Align. You can also make use of the Context Browser to drag fields and functions to define the email body. Click the I'm Done! link to complete editing the email body. The Text Editor Panel collapses automatically.

You can also use the Configuration Panel collapse / toggle button to close the Text Editor panel.

To clear the formatting from the body of the mail click the Clear link. Click the Insert Field link to expand the Context Browser.
To link attachments to the email notification, click the Add Attachment link..
You can use a reference, a function, and a SmartObject that returns a file in the Attachment field. In this example, the original leave application document is attached to the email using a reference to where it is stored in a SharePoint library.
Click the Add (+) icon to add additional attachments.

In this example, two attachments are attached to the email by clicking the Add (+) icon to configure the second attachment. The first document is the original application document and is attached using a reference to its location in a SharePoint library. The second attachment is the terms and conditions document which is stored in a SmartObject.
The SmartForm Integration (Start step) only returns the document submitted. A Create Reference step is required to return a specific document. When using the Get File from Content inline function, remember to add the file type extension. When using a SmartObject you must use the Smartfield Composer to configure the ID of the document to retrieve the correct one. When you use a SmartObject to return a file, make sure the attachment property is set to File type. For more information on different SmartObject property types, see Properties.
To remove an attachment, select it and click the Trash bin.
With the step selected, select the Properties tab. Use this tab to change and add more detail. Use the Name, Description and Notes fields to add a unique information. You can also select the priority level for the task.

The following table explains the options available on this tab:

Option	Explanation	How to Use
Title / Name	By default, each step on the canvas has a step title. You can change this title to suit your workflow logic and show it on the canvas by checking the Show Label box.	Enter a value into the Title field.
Reset link	Use the link to reset any changes to the title.	Click the Reset link to reset the Title field to default value.
Show Label	Allows you to see the step label on the canvas. The label shows the value of the title.	Check the check box to display step label on the canvas.
Description	Allows you to add a detailed description for the step.	Enter a value into the Description field.
Notes	Allows you to add additional notes for the step.	Enter a value into the Notes field.

Click the Errors tab.

Different types of exceptions can occur on a step, such as:

Type	Description
Known exceptions	Any SmartWizard or standard wizard that has Boolean options for handling known exceptions have these options displayed as check boxes in the Known exceptions section of the Exceptions tab.
Unhandled exceptions	Any unknown runtime exceptions.

The tab contains the following unhandled exception:

Exception	Explanation	How to Use
Log Exception	Logs the exception to the error log.	Check the box to log the exception.

Your changes are automatically saved.