Configuring Email tasks

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Configuring Email tasks

Overview

This section shows you how to configure task defined as an Email Tasks in a process created through the Live Processes feature.

For basic information about how to access Live Processes, refer to Designing Live Processes.

 

Configuring Email tasks

Live Processes lets you add Email Tasks to notify people as the process moves on. In our case, the task "Inform rejection" can be set to notify, that is, send an email.

 

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Once you have set the task as an Email Task, you need to compose the notification message. To do so, click the Email settings icon in the Pie Menu.

 

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A pop up window appears where you can configure who receives the email, set the subject line, and add content.

 

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Furthermore, you can include recipients in Carbon copy (CC) and Blind Carbon Copy (BCC) fields by toggling their respective switches.

 

Setting the email recipient

You can send the email to a constant account, or select a variable value.

To include a recipient, type any letter in the corresponding field. If the typed letter matches with any of the attributes of your data model or any user in your project, the match appears in the suggested list, Otherwise, only the default values are displayed.

 

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The list of suggested values shows the following information

 

Section

Attribute

Description

Others

Owner

Sends the email to the owner of this Live Process.

Collaborators

Send the email to the list of collaborators of the Live Process, for more information, refer to Collaborative Live Processes.

Case Creator

Sends the email to the user who created the case.

Current Assignee

Send the email to the user allocated to the latest manual task of the Live Process.

Users

List of Bizagi users

Sends the email to a specific user in your Bizagi Project.

Attributes

List of Attributes

Sends the email to the value of an attribute in your data model.

Only the string-type and WFUSER attributes appear in this list. To learn how to associate WFUSER to an attribute, refer Entities for Live Processes.

 

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Consider the following:

When selecting a user of the list or a WFUSER attribute, the user selected must have enabled the Notify by Email property, otherwise, this user does not receive the email.

When choosing a string-type attribute, Bizagi validates whether its value is a valid email address.

When the value entered in the recipient field is not valid (for example, a constant email address does not have the correct format or the attribute does not exist) the value is displayed in red and strikeout.

Do not use angle brackets to find attributes.

 

You can select one or more attributes or values for each recipient field. To remove a value, click the x icon next to it.

 

Setting the content and subject of the email

To create an email, you just need to type the email content and subject just like in your preferred email services. You can include business data provided in earlier tasks or some special information related to the Live Process.

 

You can include as variable values any of the following:

 

Attributes: you can include attributes created in your Live Process in both content or subject of your email.

Information related to the case: you can include in the content of the email the following information:

o<CaseLink>: inserts a link to the case that is sending the email. The link opens the case in Bizagi's Work Portal.

o<CaseNumber>: includes the Case Number of the case that is sending the email.

o<CreatorFullName>: includes the full name of the user who created the case.

 

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Consider the following:

Attributes configured as tables are not supported.

Information related to the case is not supported in the subject of the email.

 

To include variables include the variable between angle brackets: '<' and '>. Type the open angle bracket "<" to display the variables drop-down menu and select the information you wish to include by clicking it.

 

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If you wish to send uploaded files in the email, enter the attribute containing the file. Select the attribute, as before, using angle brackets.

Once you have selected the attribute, remember to add the enclosing tag by typing the close bracket (>).

 

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Alternatively, in the Content of the mail, you can select the attributes to add by click the Add attribute link. Once you have created the email, click Save to apply the changes.

 

What's next?

When you have configured the Email Tasks, the next step is to set the conditional flows to model business behaviors.