Description
The Mail step is available in the Utility Plugin for both Process Studio Workflows and Processes. It allows you to send text or HTML emails with optional file attachments.
The Mail step is commonly used at the end of a process to notify users about the process status.
For example, it can send a success email with a log file attached after a successful run or send an alert email to inform users if the process fails or encounter errors.
Note: If a process crashes during execution, no email is sent by the Mail step. If service level agreements apply, configure Email Notification settings in AutomationEdge (AE UI) to ensure alerts are sent.
Configurations
| Field Name | Description |
|---|---|
| Step name | Specify the name of the step as it appears in the workflow workspace. The name must be unique in a single workflow. |
| Addresses Tab: | Use the Addresses tab to configure the recipient and sender details. |
| Destination Address | Specify the destination email address. To specify multiple addresses, separate them with a space. Best Practice: Avoid maintaining distribution lists directly within a process. Instead, request that email administrators set up a list. This allows you to send emails to a specified list every time the process runs. |
| Cc: | Specify addresses to receive a copy of the message. To enter more than one address, separate them with a space. |
| BCc: | Specify a recipient address that does not appear in the message header. To enter more than one address, separate them with comma. |
| E-mail sender: | Use the E-mail sender section to configure the sender details. |
| Sender name | Specify the name of the person sending the email. |
| Sender address | Specify the email address of the person sending the email. |
| Reply to | Specify the email address to which recipients should send replies. |
| Contact person | Specify the name of the contact person to include in the email body. |
| Contact phone | Specify the contact telephone number to include in the email body. |
| Server Tab: | Use the Server Tab to configure the SMTP server connection, proxy settings, and authentication details. |
| SMTP Server | Specify the SMTP server address. To use authentication and security, you must possess SMTP credentials and select the Use Authentication checkbox in Authentication section. The field is mandatory. |
| Port | Specify the port where the SMTP Server runs. |
| Use proxy | Select the checkbox to connect through a proxy server. |
| Proxy Host | Specify the server name or IP address of the proxy. |
| Proxy Port | Specify the port number of the proxy. |
| Proxy Username | Specify the username for the proxy server connection. |
| Proxy Password | Specify the password for the proxy server connection. |
| Connection timeout (in milliseconds) | Specify the socket connection timeout value in milliseconds. Default value is infinite. |
| Timeout (in milliseconds) | Specify the socket read timeout in milliseconds. The default value is infinite. |
| Write timeout (in milliseconds) | Specify the socket write timeout value in milliseconds. The default value is infinite. |
| Authentication: | Use the Authentication section to configure the following authentication settings: |
| Use Authentication | Select to authenticate with the SMTP Server. This enables the use of authentication and security for the connection. |
| Authentication user | Specify the SMTP user account name. |
| Authentication password | Specify the SMTP user account password. |
| Use Secure Authentication? | Select to use secure authentication. |
| Secure Connection Type | Select the authentication type. - SSL - TLS |
| Protocols | Select the checkbox for the TLS version used to send the email message. You can select one or all versions. Available versions are: TLSv1, TLSv1.1, TLSv1.2, TLSv1.3. Note: The options will be available if you set the Secure Connection Type to TLS. |
| Email Message Tab: | Use the Email Message tab to configure the content and properties of the email. |
| Message Settings: | Use the Message Settings section to configure the following general message options: |
| Include date in message? | Select the checkbox to Include date in message. |
| Only send comment in mail body? | Select to send only the text in the Comment field as the email body. |
| Use HTML in mail body | Select to use HTML formatting in the email body. |
| Encoding | Select the character encoding type from the list. |
| Manage Priority | Select the checkbox to enable email priority settings. When enabled, the following fields become available: - Priority - Importance - Sensitivity Note: Support for this flag depends on the destination mail server. |
| Priority | Select the priority level as Low, Normal or High. |
| Importance | Select the importance level as Low, Normal or High. |
| Sensitivity | Select the sensitivity level. Available options are: - Normal: Standard business email. - Personal: Personal correspondence. - Private: Private/confidential. - Confidential: Company confidential information. |
| Subject | Specify the subject of the email. |
| Comment | Specify the email body text. |
| Attach content file: | Use the section to attach data already present in the data stream (for example, text strings or binary data) without saving it to a disk first. |
| Attach content file | Select to enable dynamic attachment generation. When selected, the step retrieves attachment content from a stream field rather than a physical file path. For example, you have generated a report or data string in a previous step (for example JSON Output) and want to attach it directly without saving it to a temporary file first. |
| Content fieldname | Select the input stream field that contains the content (text or binary) to attach. For example, if you have a field named json_output with the value |
| Filename fieldname | Select the input stream field that contains the attachment name and extension. For example, if you have a field named report_name with the value daily_summary.json, the recipient will receive an attachment with daily_summary.json name. |
| Attached filenames: | Use the section to attach physical files located on the server or disk. |
| Dynamic filenames? | Select to define file paths and wildcards using input stream fields. Clear the checkbox to enter static paths manually. |
| Filename field | Select the input field containing the full path to a file or folder. Example: C:\Reports\Sales.pdf or C:\Reports\ |
| Wildcard field | Select the input field containing a Regular Expression (Regex) to filter files within a folder. Example: .*\.pdf |
| Filename/foldername | Specify the static path of a specific file or folder. Or Click button Browse Files... Or Folder... to select file or folder respectively.Example: D:\testingFolder\input\zip |
| Include subfolders | Select to search all subdirectories within the specified folder path for matching files. |
| Wildcard | Specify a static Regular Expression to filter files in the specified folder. Example: - .* - Matches everything- .*\.png - Matches only PNG images. |
| Zip files: | Use the section to compress attachments into a single zip archive. |
| Zip files | Select to enable compression. Instead of sending multiple separate attachments, the step will create a single .zip archive containing them. |
| Is zip filename dynamic? | Select to define the zip filename using an input stream field, else clear to enter a static name. |
| Zip filename field | Select the input field containing the desired name for the zip archive. |
| Zip filename | Enter the static name for the zip file. The step automatically appends .zip if omitted. Example: Enter test to create test.zip. |
| Zip files if size greater than | Specify the size threshold in Megabytes (MB) to control compression behaviour: - 0: Always zip the files (default behaviour). - > 0: Zip files only if the total size exceeds this limit. If the total size is less than or equal to the limit, files are attached individually. Default value: 0 |
| Embedded images tab: | Use the Embedded Images tab to insert images directly into the email body (inline) rather than sending them as attachments. This allows you to reference images using HTML tags. |
| Filename | Specify the name and path of the image file you wish to embed. Note: This feature functions only if you selected Use HTML in mail body in the Email Message tab. |
| Content ID | Specify the unique identifier for the image. The system automatically generates an ID, you can edit it. Use this ID in your email HTML code to display the image (for example, |
| Image | Displays the full path of the embedded image in the list view. Select Edit to modify the path or Delete to remove the image from the list. |
| Content ID | Displays the content ID in the list view. Select Edit to modify the path or Delete to remove the image from the list. |