An email can be defined directly in your process model by using Mail Nodes, which are activity shapes from type 'Send'. Each email needs at least one recipient, a mail subject, and a mail body.
Process variables
In every mail node, process variables can be used to integrate information from the smartform into the mail. For this purpose, the following syntax must be used:
${nameOfTheProcessVariable}
In context, the text of a mail node could look like this:
Mail to:
${mailAdressOfRecipient}
Mail subject:
Info
Mail text:
The email has been sent from the process instance ${processInstanceName}.
HTML mails
The text must be masked in order to send HTML mails. For this purpose, the text must be in included in a CDATA block.
<![CDATA[<html>...]]>
Mail attachments
Description:
Mail nodes can also be used to send documents that belong to the current process. For this purpose, the following parameter must be inserted into the mail text. The 'IDENTIFIER' is used to attach only needed documents and must be adapted according to the following descriptions. It is possible to use more than one identifier in one mail node.
{ATTACH_'IDENTIFIER'}
The maximum size of attachments can also be specified in the client profile. If this is exceeded in a mail node, the documents are not attached to the email, but the mail body contains a link for downloading these attachments.
FIRST
The first document added to the process will be attached to the email. This can also be restricted to the file format.
{ATTACH_FIRST_PDF}
LAST
The latest document added to the process will be attached to the email. This can also be restricted to the file format.
{ATTACH_LAST_docx}
ALL
All documents will be attached to the email. This can also be restricted to the file format.
{ATTACH_ALL_pdf}
STATIC ATTACHMENTS FROM THE RESOURCE FOLDER
A document from the resource folder can also be attached directly to the email.
{ATTACH_RESOURCE:document.docx}
If a file is located in a subdirectory of the resource folder, please include the path to the document.
{ATTACH_RESOURCE:folder1/pdf.pdf}
REGEXP
All attached documents of a process instance with the file format specified in the Regular Expression will be attached to the email. To check the regex expression, use this link.
{ATTACH_REGEXP_ALL_(docx)$|(pdf)$}
REGEXP FIRST
The first attached document of a process instance with the file format specified in the Regular Expression will be attached to the email.
{ATTACH_REGEXP_FIRST_(docx)$|(pdf)$}
REGEXP LAST
The latest attached document of a process instance with the file format specified in the Regular Expression will be attached to the email.
{ATTACH_REGEXP_LAST_(docx)$|(pdf)$}
Reply to mail to particular recipients
To ensure that the reply to an email goes to the correct recipient, you can specify who should receive the reply.
Reply to one recipient:
ADD_ANSWER_TO[REPLACE ME!]
Reply to multiple recipients:
One or more email addresses, users, groups, or swimlanes, separated by comma or semicolon, can be assigned.
ADD_ANSWER_TO[REPLACE ME!,REPLACE ME!,REPLACE ME!]
Reply to system user:
ADD_ANSWER_TO[user(REPLACE ME!)]
Reply to group:
ADD_ANSWER_TO[group(REPLACE ME!)]
Reply to swimlane:
ADD_ANSWER_TO[swimlane(REPLACE ME!)]
Reply to mail address(es) in a variable:
A variable can contain more than one mail address, but these must be separated by a comma or semicolon.
ADD_ANSWER_TO[${REPLACE ME!}]
CC Recipients
One or more email addresses, users, groups, or swimlanes, separated by comma or semicolon, can be assigned.
ADD_CC[REPLACE ME!]