Using Send action
- Updated: 2023/12/07
Using Send action
Use the Send action to send an email. This action enables you to send an email to one or more recipients from Microsoft Outlook or a mail server, attach files, and select to send the email in plain text or HTML format.
To send an email from a Gmail or Yahoo account, enable access to a less secure app for that account. See Email server settings.
Procedure
- In the Actions palette, double-click or drag the Send action from the Email package.
-
In the To address field and the optional
Cc and Bcc fields, enter the
email addresses of the recipients.
Note: The To address, Cc, and Bcc fields are not case-sensitive.
-
When you send an email, and if you are uncertain about the
validity or activation of any user email address, you can select the Raise error if the email ids are invalid
option. When you select the Raise error if the email
ids are invalid, option and execute, the bot will display an error message if any invalid or deactivated
email IDs are found.
Note: Depending on the email server connection, the bot might or might not detect an invalid or deactivated email ID.
- In the Subject field, enter the subject for the email.
- 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.
Note: When you create a bot, if the attachment includes the less-than symbol (<) as a special character in the filepath, the special character will be removed after bot execution because the Windows operating system does not support this special character.
Option Description 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.
- Select the attachment from a location:
- 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. -
Select the format that you want to use from the following options:
Option Description 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. -
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.
- 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!
-
Select the Email server, EWS or
Outlook option from the Send email
via list to specify whether to send the emails using Exchange
Web Services (EWS), Microsoft Outlook, or a mail server.
- If you selected the Outlook option, you do not
have to provide any additional details.Note: Multiple accounts are not supported on the local system. Set up only one account to access mails using bots.
-
Email
server: For information about the host and port to be used for
the various mail servers, see Email server settings.
-
From address Enter the email address.Note: If the mail server does not support sending an email using an alias email address, use the same email ID in the From address as provided in the Username field while configuring the mail server.
- Use secure connection (SSL/TLS): Select True or False, or insert a Boolean variable.
-
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.
- My server requires authentication: Select True or False, or insert a Boolean variable.
-
Authentication mode: Select the
authentication type:
- Basic
- OAuth2 – Authorization code with PKCE
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
- Outlook/Office365
- 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.
-
From address Enter the email address.
-
EWS Server:
-
Exchange Version: Select the version that
your organization is using:
- Exchange Server 2013
- Exchange2010_SP2
- Exchange2010_SP1
- Exchange2010
- Exchange2007_SP1
-
Azure cloud: Select the product that your
organization is using:
- Azure Global: For customers of Microsoft 365 Commercial version (login.microsoftonline.com)
- Azure US GCC High: For customers of Microsoft 365 Government version (login.microsoftonline.us)
-
Optional:
Domain name:
- If you are an Microsoft 365 customer and you leave this field blank, Automation Workspace uses smtp.office365.com to connect to the server.
- If you are an Microsoft 365 customer and you have entered a domain name in the username field, you must enter smtp.office365.com in this field.
- If you are not an Microsoft 365 customer, enter the domain name of your organization. Otherwise, Automation Workspace uses the domain name you provided in the Username field.
-
Authentication mode: Select the
authentication types:Note: From Automation 360 v.27 or later, the authorization type OAuth2-Silent authentication mode is renamed to OAuth2-ROPC, and the OAuth2-Interactive authentication mode is renamed to OAuth2-Implicit.
- Basic
- OAuth2-ROPC
- OAuth2-Implicit
- OAuth2 – Authorization code with PKCE
- OAuth2 – Client credentials
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.
-
Test connection: Click Test
connection to sign in to your account, accept
the permissions requested to authenticate, and establish a
connection with the server.Note: When you perform desktop operation and click Test connection to sign in to your account, then add this redirect URI:
https://outlook.office365.com
.
- 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.
-
Exchange Version: Select the version that
your organization is using:
- If you selected the Outlook option, you do not
have to provide any additional details.
- Click Save.