Using Reply action

Use the Reply action to send a response to an email with the same subject.

To send a reply to emails as plain text or HTML through Exchange Web Services (EWS), Microsoft Outlook, or other email servers, use this action within a Loop action. This action does not include any files attached to the original email.

Procedure

Follow these to reply to an email:

  1. In the Actions palette, double-click or drag the Reply action from the Email package.
  2. In the Cc and Bcc fields, enter the email address of additional recipients.
    Note: The Cc and Bcc fields are not case sensitive.
  3. Optional: To specify whether to attach multiple files as a list or create a variable to hold the list values of the file object, select the List or Variable tab from Attachment.
    OptionDescription
    List
    • Select the attachment from a location:
      • Control Room file: Enables you to select an attachment that is available in a folder.
      • Desktop profile: Enables you to select an attachment that is available on your device.

        You can provide a combination of static path or string variable. To use it as a string variable, copy the static path from your desktop and create a variable of type string. Enter the Variable name and paste the file path in the Default value field. Press F2 to insert the value of the filepath.

      • Variable: Enables you to specify the file variable that contains the location of the attachment.
    • Specify the path that you want to attach in the Value field. Click Add to attach multiple files.
    Variable

    Enables you to specify the list of file objects that contain the location of the attachments.

    Create a new variable of type List with subtype File, and add the filepath in the Default value field (optional). You can choose the file from the Desktop or Control room.

    When you are attaching multiple files to an email, to separate the file paths, if you are connected with EWS, use a comma (,), and if you are connected to an email server or Microsoft 365 Outlook, use a semicolon (;).

  4. Optional: Select the Raise error if attachments are missing (desktop only) check box to verify that you have attached a file and the attached file exists.
    Option Result
    The Raise error if attachments are missing (desktop only) check box is selected If a file is not attached, the email is not sent and the bot encounters an error.
    The Raise error if attachments are missing (desktop only) check box is not selected The email is sent even if a file is not attached.
  5. Select the format that you want to use from the following options:
    OptionDescription
    Plain text Use regular text in your email body, with no formatting effects, such as bold, italic, or underline, or special layout options.
    HTML code Use HTML script in your mail body when you want your content to be displayed in a certain layout every time. You can also include interactive elements, such as links.
    HTML design editor Use this option to create and customize your email layout and body. Use the editor toolbar to make various changes to your text, such as applying bold, italic, and other formatting effects, inserting links, and changing the font and size of the text. You can copy the content from the design editor and paste it to other windows.
  6. Enter the content you want to send along with the email in the Message field.
    The email will be appended to the message you have specified.
  7. Optional: Select the Include Go Green message at the end of the email check box.
    The Go Green message appends the following text to the email body: Please consider the environment before printing. Let's Go Green!
  8. Use the Send email via field to select one of the following options to send the emails using Microsoft 365 Outlook or a mail server.
    • Email server: Update the following fields:
      Note: For information about the host and port to be used for the various mail servers, see Email server settings.
      • Optional: Select an option from the Encoding for email field to specify the encoding you want to use for email:
        • GB2312
        • Shift-JIS
        • UTF-8
        • UTF-16
      • Email server host: Enter the host you want to connect.
        Note: If you use the host Outlook.office365.com, there is a limit of 30 messages sent per minute and 10,000 recipients per day.
      • Email server port: Enter the port you want to use to establish the connection.
      • Use secure connection (SSL/TLS): Select this option if you want to use a secure connection with the mail server.
      • My server requires authentication: Select this option if the server requires credentials for access.
      • Authentication mode: Select the authentication modes:
        • Basic
        • OAuth2 – Authorization code with PKCE
        • Control Room managed

          To use Control Room managed OAuth2 mode of authentication to automate Gmail, you must configure the OAuth connection in the Control Room. See Create OAuth connection.

          Update the information in the following fields:

          • Connection: Click the Pick button to select a connection type.
          • Select Custom in the Provider type field.

          • Select the connection name that you set up in the Control Room for Google Workspace apps.

          • Use the Token type field to select one of the following options:

            For information about the Google Workspace application access and refresh tokens, see Configure enterprise applications

            • Shared: Select this option when the OAuth2 access token is shared for all users running the automation.
              Note: This option requires the Control Room administrator or any user (with Manage connections and View connections options enabled for the OAUTH CONNECTIONS) to set up an OAuth connection in the Control Room. Save the login credentials one time to generate a shared access token that can be used by all users running the automation.
            • User-specific: Select this option when the OAuth2 access token is specific to each user running the automation.
              Note: This option requires the Control Room administrator or any user (with Manage connections and View connections options enabled for the OAUTH CONNECTIONS) to set up an OAuth connection in the Control Room. Ensure you do not save the login credentials so that each user running the automation can provide their login credentials and generate an access token that can only be used by that specific user.
            • Click Confirm.
          Note: When you use User-specific option, you must log in to your Google account to authenticate and generate a user-specific token. Perform the following steps to use this option:
          1. In the Control Room, navigate to your profile My settings > OAuth connections.
          2. Click Login to authenticate.
          3. Sign in to your Google account and select Continue.
          4. Verify the services you have access to and Click Continue.

            If the connection is succeeded, it will display the status as Active.

        Depending on the authentication mode that you selected, you must specify the details in the following fields as applicable.
        • Username: Enter the username that you want to use to access the mail server.

          For example, john.smith@myCompanyName.com

        • Password: Enter the password for the username you provided.
        • For Client ID, Tenant ID, Redirect URI, and Client secret fields, enter the information that is provided for your account on your Azure portal.
        • Email provider: Select your email service provider from the drop-down list.
          • Outlook/Office365

            If you select this option, then provide the Tenant ID.

          • Gmail
        For Username, Password, Tenant ID, Client ID, and Client secret fields, choose from Credential, Variable, or Insecure string tab:
        • Credential: Use a value available in the credential vault.
        • Variable: Use a user-defined variable that stores the values.
        • Insecure string: Manually enter a value.
    • Outlook: No additional details are required.
    • EWS Server: No additional details are required.
  9. Click Save.