eMail Step

Use this feature to send an email to selected FlowWright users, roles, or external email addresses.

Last published at: September 22nd, 2026

Description:

The Email workflow step sends an email as part of a FlowWright workflow. It is in the Engine category and appears in the workflow designer as Send Email.

The step supports:

  • Sending email to selected FlowWright users.
  • Sending email to selected FlowWright roles.
  • Sending email to external email addresses.
  • Configuring a reply-to email address.
  • Configuring a from email address.
  • Defining the subject of the message.
  • Creating the email body using rich-text content.
  • Adding CC and BCC recipients.
  • Adding file attachments.
  • Sending email using the email queue.
  • Configuring email priority.
  • Encrypting and storing email content in the queue. 
  • Continuing the workflow through True or False return paths.

The step supports configuring recipients, message content, CC/BCC recipients, attachments, priority, email queue processing, and queue storage options.

 

Inputs

  • replyTo – The Reply-To email address property specifies the email address that should be used as the reply-to address.
  • fromEmail – The From email address property specifies the email address associated with the sender of the message.
  • emailTo – The Email to users property allows the workflow to select FlowWright users as email recipients.
  • emailToRoles - The Email to roles property allows the workflow to select FlowWright roles as email recipients.
  • emailAddresses – The List of external email addresses property allows email addresses outside the selected FlowWright users or roles to be specified.
  • subject – The Subject of the message property specifies the subject of the email.
  • body – The Body of the email message property specifies the content of the email.
  • cc – The CC email address list property specifies additional email recipients to receive a copy of the message.
  • bcc – The BCC email address list property specifies recipients who should receive a blind copy of the message.
  • fileList – The File attachments property allows files to be associated with the email.
  • sendUsingQueue – The Send using email Queue property controls whether the email should be sent using the email queue.
  • priority -  The Priority property allows the email priority to be configured. 
  • encryptBody - The Encrypt and store in Queue property controls whether the email is encrypted and stored in the queue.
 

 

Returns

  • True – The True return path can be connected to the next workflow activity when the email operation succeeds.
  • False – The False return path can be used for error handling or an alternate workflow path when the email operation does not succeed.
 

 

Usage:

The Email step is typically placed after a workflow has generated or collected information that needs to be communicated to users, roles, or external recipients.

A typical workflow pattern is:

Process Data → Prepare Message → Send Email → Continue Process

The email can contain workflow-generated information such as request details, status information, notifications, approvals, or other process-related content.

The step can send messages to:

  • Selected FlowWright users.
  • Selected FlowWright roles.
  • External email addresses.
  • CC recipients.
  • BCC recipients. 

The email can also include files through the File attachments property.

 

To use this step, FlowWright must be configured with SMTP email server settings. To do this, navigate to Status > Settings > Email, as shown below. 

 

The Email Settings page is shown below. You'll need to set the SMTP host, port, user, and password here. Click Save to apply the settings. Then click Test to verify the configuration. A notification message appears in the top-right corner. 

 

Note: The Email Trigger Service engine must be running to use the Email Queue feature for process steps such as RouteTo, Task, and Email. 

 

Typical Workflow Suggestions:

Send a Workflow Notification

Use the Email step to notify users when an important workflow event occurs.

Example:

Process Request → Send Email → Continue Process

The email body can contain information relevant to the workflow instance.

 

Notify Selected Users

Use Email to users when you want to send the notification to specific FlowWright users.

Example:

Complete Approval → Send Email → Update Status

You can configure recipients through the Email to users property.

 

Notify a Role

Use Email to roles when the notification should be associated with one or more FlowWright roles.

Example:

New Request → Send Email to Role → Process Request

This can be useful when notifications should be directed to a group represented by a FlowWright role rather than individual users.

 

Send Email to External Recipients

Use a list of external email addresses when the workflow needs to send a message to recipients outside the selected FlowWright users or roles.

Example:

Complete Service Request → Send Email → External Recipient

You can supply external addresses through the multiline email-address property.

 

Build a Dynamic Email

Use workflow-generated values in the subject or body to create context-specific email content.

Example:

Get Request Data → Send Email

Subject:

Request {{RequestID}} – Status Update

Body:

Hello {{CustomerName}},

Your request has been processed.

The XML confirms that the subject is a string property and the body is a rich-text property.

 

Send an Approval Notification

Use the Email step after an approval activity to notify another participant.

Example:

Approval Completed → Send Email → Continue Process

The message can communicate that an approval event has occurred and provide relevant workflow information.

 

Send a Rejection or Exception Notification

Use the Email step on an exception or alternate workflow path.

Example:

Process Request → Validation → Send Email

The email can communicate the condition requiring attention.

 

Add CC Recipients

Use CC email address list when additional recipients should receive a copy of the email.

Example:

Process Request → Send Email

To: Primary recipient

CC: Additional stakeholders

The CC property is implemented as an optional multiline text field.

 

Add BCC Recipients

Use BCC email address list when recipients should receive the email without being exposed as visible recipients to other recipients.

Example:

Generate Notification → Send Email

To: Primary recipient

BCC: Configured recipients

The BCC property is an optional multiline text field.

 

Send an Email with Attachments

Use File attachments when the workflow needs to send files with the email.

Example:

Generate Report → Send Email → Complete

The generated or selected files can be supplied through the FileList property.

This pattern can be useful for:

  • Reports.
  • Generated documents.
  • Workflow output files.
  • Supporting documents.
  • Process-related files.

 

Send a Report by Email

Use the Email step after a report or document has been generated.

Example:

Generate Report → Send Email → Complete

You can attach the report using File attachments, while the email body provides a short description of the report.

 

Send Email Using the Email Queue

Enable Send using email Queue when the workflow should use the configured email queue.

Example:

Prepare Notification → Send Email using Queue → Continue

The step exposes this behavior through the Send using email Queue checkbox.

 

Configure Email Priority

Use the Priority property when the email requires a configured priority.

Example:

Critical Event → Send Email → Continue

The step provides an emailPriority property type for configuring email priority.

 

Encrypt Email Content Stored in the Queue

Enable Encrypt and store in Queue when the configured email needs to be encrypted when stored in the queue.

Example:

Prepare Sensitive Notification → Send Email → Continue

The XML identifies this as an optional setting and specifies No as its default value.

 

Configure a Reply-To Address

Use Reply to email address when replies should be directed to a particular email address.

Example:

Workflow Event → Send Email → Continue

From: configured sender

Reply To: configured response address

The Reply To and From properties are independently configurable optional string properties.

 

Use Rich Text for Email Content

The Body of the email message property uses the ClsRichTextBox data type.

This allows workflow designers to configure rich-text email content rather than restricting the body to a simple string field.

Example:

Get Customer Data → Build Email → Send Email

The email body can be structured as a message containing workflow-generated information.

 

Example:

Let’s build and execute the “emailDef” example.                       

  • Create a new process definition named “emailDef” and open it in Designer mode. 
  • Drag an “email” step to the canvas. 
  • Connect the dots between the “Start” step and the “email” step, as shown above. 
  • Select the line between the steps to configure the “Connection Properties”. The default property values are “None, True, False, Error, and Evaluate”. Depending on the step’s purpose, you can configure additional values.
  • Define a variable or a global to store the file path.
  • Click the "email" step to configure its "Required" properties. Provide a name for the step. Provide the path to the Word document on the app server. Provide the variable or global reference to store the output file path. Click the Save button. Note: Click the "AI Predict" button to have the Copilot add new process steps that match your process description. 

 

  • Click the "email" step to configure its "Optional" properties. Enter the reply-to email address. Enter an email address or use the default configured in app settings. Click the button to select the users to send emails to. Click the button to choose the application roles to which you want to send emails. Enter a list of external email addresses (separated by semicolons). Enter the subject text for the message. Click the button to provide email context information. Provide the “CC” and “BCC” email addresses (separated by semicolons). Click “File Attachments” to select files from the local folder to attach. Select “On” to send using the email queue. Select the priority from the drop-down list. Select “On” to encrypt the message and store it in the queue. Click the Save button. 

 

  • Click the button to select the users you want to email. You can also search for and add users to the list. 

 

  • Click the button to select the application roles for which you want to send emails. You can also search for and add roles to the list. 

 

  • Click the button to enter the body of the email message in the Rich-Text editor. Then click the Save button. 

 

  • Click the button to add file attachments to the application server, then enter the file path on the server. Note: Only email recipients can download the file attachments as a security measure. 

 

  • The “Logging” setting is necessary for documentation and for tracking workflow progress and percent complete. As shown in the images below, do this by configuring the step state and percent fields individually. Configure the “Logging” using the following properties. The "Send Test Mail" feature sends a test email with the configured body content to the current (logged-in) user. 

 

  • Save the process definition, create a new instance, and execute it. Render the process instance and click the Send Email step to view its properties. When the workflow reaches the Email step, FlowWright processes the configured email properties, including recipients, subject, body, optional CC/BCC recipients, attachments, and email delivery options. The workflow can then continue through the True or False return path. Verify:
    • The intended recipients were configured.
    • The subject is correct.
    • The email body contains the expected content.
    • Any configured attachments are available.
    • The appropriate return path is followed.
    • Queue-related settings are configured as intended.

 

Tips:

  • Configure at least one appropriate recipient source for the workflow's intended audience.
  • Verify the email addresses before executing the workflow.
  • Use meaningful subjects that identify the workflow event or request.
  • Use meaningful Variable references when constructing dynamic email content.
  • Test the email body with representative workflow data.
  • Verify CC and BCC recipients before deploying the workflow.
  • Test file attachments with representative files.
  • Use Email to users when the intended recipients are FlowWright users.
  • Use Email to roles when the intended recipients are represented by FlowWright roles.
  • Use external email addresses when the workflow needs to communicate with recipients outside the selected FlowWright users or roles.
  • Configure a Reply To address when replies need to be directed to an address different from the configured From address.
  • Verify the configured From address before deploying.
  • Test both the True and False workflow paths.
  • If using the email queue, verify the queue-related configuration in the target environment.
  • If using Encrypt and store in Queue, verify the setting before processing messages containing sensitive information.
  • Test priority settings when email priority is important to the workflow.
  • Verify attachments before using the email step in production.
  • Keep email content concise and relevant to the workflow event.
  • Test emails using representative workflow data before deploying.
  • Verify that Variables referenced in the subject or body contain the expected values before the Email step executes.
  • Retest the workflow after changing recipient, message, attachment, or queue configuration.
  • Avoid exposing sensitive workflow information to recipients who are not intended to receive it.
  • Review CC and BCC configuration carefully because these recipients may receive workflow information in addition to the primary recipients.

 

Definition Sample:

You may provide a sample FlowWright Process Definition demonstrating the Email step.

When importing the sample definition, verify and complete any missing configuration, including:

  • From email address.
  • Reply-to email address.
  • FlowWright user recipients.
  • FlowWright role recipients.
  • External email addresses.
  • Subject.
  • Email body.
  • CC recipients.
  • BCC recipients.
  • File attachments.
  • Email queue configuration.
  • Priority.
  • Encryption/queue setting.
  • Workflow Variable references.
  • Environment-specific email configuration.
  • True workflow path.
  • False workflow path.

After verifying the configuration, save the Process Definition before execution.

Click here to download the sample file.