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Email

The Email activity sends email messages from workflows to specified recipients.

Purpose​

Use the Email activity to:

  • Send notifications to users or external contacts
  • Distribute reports or results
  • Alert stakeholders of workflow events
  • Communicate workflow status or outcomes

Configuration​

Email Settings​

From Address​

  • Required: Must be a valid email address
  • Domain Restrictions: By default, use addresses from supported domains (e.g., @unasoftware.com)
  • Custom Domains: To use your organization's domain, contact support for configuration
    • Requires domain verification
    • Prevents spoofing and improves deliverability

To Address​

  • Recipients: One or more email addresses
  • No Restrictions: Can send to any valid email address

Subject​

  • Message Subject: Email subject line
  • Parameter Support: Can include workflow variables using {ParameterName}

Message Body​

  • Content: The email message text
  • Parameter Support: Include dynamic content from workflow variables

Message Format​

Plain Text (Default)​

  • Simple text without formatting
  • Message appears exactly as written

HTML Body​

  • Enable HTML: Check the "HTML Body" option
  • Rich Formatting: Support for HTML formatting, colors, styles
  • HTML Tags: Use standard HTML tags (e.g., <b>, <i>, <h1>, <p>)

Example Configurations​

Simple Text Email​

From: notifications@unasoftware.com
To: user@example.com
Subject: Workflow Completed
Body: The monthly data load workflow has completed successfully.
HTML Body: [unchecked]

Email with Parameters​

From: workflows@unasoftware.com
To: {UserEmail}
Subject: Approval Required for {ClientName}
Body: Please review and approve the data for client {ClientName} for period {Period}.
HTML Body: [unchecked]

HTML Formatted Email​

From: reports@unasoftware.com
To: team@example.com
Subject: Monthly Report
Body: 
<h1>Monthly Report</h1>
<p>Processing completed for <b>{ClientName}</b></p>
<p>Total records: <b>{RecordCount}</b></p>
<p style="color: green;">Status: Success</p>
HTML Body: [checked]

HTML Formatting​

When using HTML Body mode, you can include:

  • Headers: <h1>, <h2>, <h3>
  • Formatting: <b>, <i>, <u>
  • Colors: <span style="color: red;">text</span>
  • Lists: <ul>, <ol>, <li>
  • Tables: <table>, <tr>, <td>
  • Links: <a href="url">text</a>

Usage Patterns​

Workflow Completion Notification​

Email:
  To: {Supervisor}
  Subject: Workflow {WorkflowName} Completed
  Body: The workflow has completed processing. Results are available in the dashboard.

Approval Request​

Email:
  To: {ApproverEmail}
  Subject: Action Required: Approve {DocumentName}
  Body: Please review and approve the submitted document.

Error Notification​

Email:
  To: support@company.com
  Subject: Workflow Error - {WorkflowName}
  Body: An error occurred during workflow execution. Error: {ErrorMessage}

Report Distribution​

Email:
  To: recipients@company.com
  Subject: Weekly Report - Week of {WeekStartDate}
  Body: [HTML formatted report with results and charts]
  HTML Body: [checked]

Known Limitations​

From Address Configuration​

  • Note: In the current implementation, clicking the From field may not always work as expected
  • Workaround: Type the email address directly

Custom Domain Setup​

To send emails from your organization's domain:

  1. Contact Una Software support
  2. Provide your domain name
  3. Complete domain verification process
  4. Configure DNS records (SPF, DKIM)
  5. Once verified, use your domain in From addresses

This ensures:

  • Proper email authentication
  • Better deliverability
  • Prevention of spoofing
  • Compliance with email security standards

Best Practices​

  • Clear Subject Lines: Make the purpose immediately obvious
  • Include Context: Add relevant workflow parameters to messages
  • Test Recipients: Test with internal addresses first
  • HTML Validation: Validate HTML formatting before deployment
  • Avoid Spam Triggers: Use professional language and formatting
  • Unsubscribe Options: Consider including unsubscribe links for automated notifications
  • Rate Limiting: Be aware of email sending limits for high-volume workflows

Troubleshooting​

Email Not Delivered​

  • Verify From address is from an approved domain
  • Check To address is valid
  • Review spam folders
  • Check workflow execution log for errors

HTML Not Rendering​

  • Verify "HTML Body" checkbox is enabled
  • Test HTML in an email client
  • Some email clients have limited HTML support
  • Use simple, well-formed HTML

Domain Authentication Issues​

  • Contact support for domain verification status
  • Ensure DNS records are properly configured
  • Allow 24-48 hours for DNS propagation

Security Notes​

  • Never include sensitive data like passwords in emails
  • Use secure parameter passing for confidential information
  • Consider encryption for sensitive content
  • Be aware of email retention policies