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.

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. 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.
  4. In the Subject field, enter the subject for the email.
    Note: If the subject line contains the following supported characters, the special character is replaced with under-score ( _ ) in the filename created to save the email.
    • Slash, forward or backward (( / \ )
    • Angle bracket, left or right ( < > )
    • Colon ( : )
    • Asterisk ( * )
    • Braces left or right ( { } )
    • Percent ( % )
    • Quote ( " )
    • Single quote ( ' )
    • Question mark ( ? )
    • Pipe ( | )
    • TAB (\t)
  5. 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.
  6. 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.
  7. 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.
  8. 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.
  9. 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!
  10. 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.
      • 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
      • 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
        • 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.
    • 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.
      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.
  11. Click Save.