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
• 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., @unasoft.app)
• 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@unasoft.app
To: user@example.com
Subject: Workflow Completed
Body: The monthly data load workflow has completed successfully.
HTML Body: [unchecked]

Email with Parameters

From: workflows@unasoft.app
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@unasoft.app
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}

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

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

Security Notes

• Never include sensitive data like passwords in emails

JSON Reference

{
  "discriminator": "EmailWorkflowActivity",
  "activityId": "<uuid>",
  "name": "Send Email",
  "positionX": 0,
  "positionY": 0,
  "advanceRule": 2,
  "to": "recipient@example.com",
  "cc": null,
  "bcc": null,
  "from": "notifications@unasoft.app",
  "subject": "Workflow Completed",
  "body": "The workflow has completed successfully.",
  "isBodyHtml": false
}

Property	Type	Description
to	string | null	Corresponds to the To Address field. Comma-separated list of recipient email addresses or security group names.
cc	string | null	Corresponds to the CC field. Comma-separated list of CC recipients (email addresses or group names).
bcc	string | null	Corresponds to the BCC field. Comma-separated list of BCC recipients (email addresses or group names).
from	string | null	Corresponds to the From Address field. The sender's email address.
subject	string | null	Corresponds to the Subject field. The email subject line. Supports {variable} interpolation.
body	string | null	Corresponds to the Message Body field. The email body content. Supports {variable} interpolation.
isBodyHtml	boolean	Corresponds to the HTML Body checkbox. When true, the body is rendered as HTML.