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Using the Send action

  • Updated: 2022/07/04
    • Automation 360 v.x
    • Build
    • RPA Workspace

Using the 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.

The Send action enables you to attach multiple files of various formats to an email. There is no restriction on the type of file you can attach or its size. However, restrictions implemented by the mail server you are using to send an email apply. For example, a task will fail if the files you have attached to the email you are sending do not adhere to the restrictions applied by the mail server.
Note: Attachments sent as part of email automation are subject to the policies and rules set at the level of the proxy server, firewall, antivirus, email server, customer environment, and so on.

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

  1. In the Actions palette, double-click or drag the Send action from the Email package.
  2. 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.
  3. In the Subject field, enter the subject for the email.
  4. 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.
    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.

  5. Optional: Select the Validate if attachment is missing check box to verify that you have attached a file and the attached file exists.
    Option Result
    The Validate if attachment is missing check box is selected If a file is not attached, the email is not sent and the bot encounters an error.
    The Validate if attachment is missing check box is not selected The email is sent even if a file is not attached.
  6. 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.
  7. 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.
  8. 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 bottom of the email body: Please consider the environment before printing. Let's Go Green!
  9. 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 or shared mailboxes are not supported on the local system. Set up only one account or mailbox to access mails using bots.
    OptionSteps
    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.
    • 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 True or False, or insert a Boolean variable.
    • My server requires authentication: Select True or False, or insert a Boolean variable.
      • Username: Enter the username you want to use to access the mail server.

        Choose the username as a Credential or String.

      • Password: Enter the password for the username you have provided.

        Choose the password as a Credential or String.

    EWS
    • Username: Enter the username you want to use to access the mail server.

      For example, john.smith@myCompanyName.com

      Choose the username as a Credential or String.

    • Password: Enter the password for the username you have provided.

      Choose the username as a Credential or String.

    • Optional: Domain name:
      • If you are an Office 365 customer and you leave this field blank, RPA Workspace uses smtp.office365.com to connect to the server.
      • If you are an Office 365 customer and you have entered a domain name in the username field, you must enter smtp.office365.com into this field.
      • If you are not an Office 365 customer, enter your company domain name. Otherwise, RPA Workspace uses the domain name you provided in the Username field.
    • Exchange Version: Select the version your organization is using:
      • Exchange2010
      • Exchange2010_SP1
      • Exchange2010_SP2
      • Exchange2007_SP1
  10. Click Save.
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