Description:

The Send Email via SendGrid workflow step sends an email using the Twilio SendGrid service.

The step provides a flexible set of email configuration options, including recipients, sender and reply-to addresses, subject, rich-text message body, CC and BCC recipients, and file attachments.

The step supports:

• Sending email through Twilio SendGrid
• Sending email to selected FlowWright users
• Sending email to external email addresses
• Specifying a From address
• Specifying a Reply-to address
• Providing an email subject
• Composing a rich-text email body
• Adding CC recipients
• Adding BCC recipients
• Adding file attachments
• True and False return paths

Usage:

The Send Email via SendGrid step is typically used when a workflow needs to send a structured email as part of a business process.

For example, a workflow can:

• Notify users when a workflow reaches a particular stage.
• Send approval or rejection notifications.
• Send workflow completion notifications.
• Notify external recipients.
• Send formatted business communications.
• Include documents or other files with an email.
• Send copies to CC and BCC recipients.
• Direct replies to a specified Reply-to address.

The step can target both selected FlowWright users and external email addresses, providing flexibility for internal and external workflow communications.

When the workflow reaches the Send Email via SendGrid step, the configured email is sent using the Twilio SendGrid service.

Configure the Twilio SendGrid API key information under the FlowWright configuration settings. For more info, visit the site: https://www.twilio.com/

Typical Workflow Suggestions

Approval Notification

Use the step to notify users when an approval decision has been made.

Example:

Submit Request → Approval → Send Email via SendGrid → Continue

The email can communicate the approval result and provide relevant workflow information.

Workflow Completion Notification

Use the step at the end of a workflow to notify users that processing has completed.

Example:

Process Request → Complete Processing → Send Email via SendGrid → End

Send a Document

Use File attachments when the workflow needs to deliver a generated or processed document by email.

Example:

Generate Document → Send Email via SendGrid → Complete

The document can be included using the File attachments property.

Internal and External Notifications

Use the recipient properties when an email needs to reach both FlowWright users and external recipients.

Example:

Complete Business Activity → Send Email via SendGrid → Continue

FlowWright users can be selected via Email to users, while external recipients can be provided via List of external email addresses.

Escalation Notification

Use the step to notify an escalation group when a workflow requires attention.

Example:

Detect Issue → Escalation → Send Email via SendGrid → Continue

CC and BCC recipients can be configured when additional stakeholders need to receive the notification.

Customer Communication

Use Send Email via SendGrid to send workflow-generated communications to external recipients.

Example:

Process Customer Request → Send Email via SendGrid → Complete

The email can contain a subject, formatted body, and attachments as appropriate.

Status Update

Use the step to communicate workflow status changes.

Example:

Update Request → Send Email via SendGrid → Continue

The email body can be used to provide details about the current workflow status.

Rich-Text Business Communication

Use the Body of the email message property when the notification requires formatted content rather than plain text. The XML defines this property using ClsRichTextBox.

Example:

Prepare Results → Send Email via SendGrid → Continue

Example:

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

• Create a new definition called “ TwilioSendGridDef” and open the definition in designer mode. 
• Drag a “TwilioSendGrid” step to the canvas.
• Connect the dots between the “Start” and “TwilioSendGrid” steps, as shown above. 
• Select the line between the steps to configure the “Connection Properties”. The default property values are “None, Error, Evaluate, and Timeout”. Depending on the step’s purpose, additional values are available for configuration. 
• Click the "TwilioSendGrid" step to configure its "Required" properties. Provide a name for the step, then 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 "TwilioSendGrid" step to configure its "Optional" properties. Provide a “Reply” email address. Provide the “From” email address. Select email users from the list. Provide a list of external email addresses (semicolon-separated). Provide the email subject. Provide the email content. Provide a CC address list (semicolon-separated). Provide a BCC address list. Configure file attachments for this email. Click the Save button. 

• Click "Email to users" and select the users to email, or provide a variable reference containing the user's GUID value. 

• Click the Body of the email message, then use the existing templates or create a custom template as the email body content.

• Click the file attachments and add file paths to attach files to the email.

• Save the process definition, create a new process instance, and execute it. Render the process instance. Click the process step to view its properties. The step should send an email to a selected number of users.

Tips:

• Configure at least the recipient information appropriate for the intended email.
• Use Email to users when recipients are FlowWright users.
• Use List of external email addresses for recipients outside the FlowWright user-selection mechanism.
• Provide a meaningful Subject of the message.
• Use the rich-text email body to structure important business information clearly.
• Use CC and BCC carefully when additional stakeholders need to receive the message.
• Use Reply to email address when replies should be directed to a different address from the sender.
• Verify the From email address before deploying the workflow.
• Use File attachments when workflow-generated documents need to be delivered with the notification.
• Give the step a meaningful name such as “Send Approval Notification”, “Email Customer”, or “Send Completed Document”.
• Test recipient configuration and email content before deploying the workflow to production.
• Avoid including sensitive information in email unless the workflow's communication requirements and security controls have been reviewed.

Notes:

The SendGrid step is defined in the Twilio category with the internal name twiliosendgrid and display name Send Email via SendGrid.

The workflow step is implemented by the FlowWright.Workflow.Twiliosendgrid namespace in FlowWright.Workflow.dll and is defined as a Process step. It supports 2 incoming connections and 2 outgoing connections.

The step contains nine configurable properties:

• Reply to email address
• From email address
• Email to users
• List of external email addresses
• Subject of the message
• Body of the email message
• CC email address list
• BCC email address list
• File attachments

All nine properties are marked as optional in the XML.

The step uses five different FlowWright data types:

• string
• selectUsers
• multilineTextBox
• ClsRichTextBox
• FileList

These are defined in the XML property types section.

The Email to users property uses selectUsers, allowing users to be selected through FlowWright.

The Body of the email message property uses ClsRichTextBox, providing a rich-text input for the email body.

The File attachments property uses FileList, described as “Map file list.” 

The XML defines two return paths: False and True.

Feature comparison.

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Definition Sample:

You may download a sample definition when provided and import it into your FlowWright Process Definition.

Note: Verify and complete any missing configuration after importing a sample, including:

• FlowWright recipients
• External email addresses
• From email address
• Reply-to address
• Subject
• Email body
• CC/BCC recipients
• File attachments
• Outgoing workflow connections
• Environment-specific SendGrid configuration

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

Click here to download the sample file.