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How can I send an email to all performers upon completion of a workflow?

athati

Hi,

On completion of a workflow, an email need to be sent to all performers.

How can I achive this

Using Process Builder?
Without using Process Builder (Using Workflow Manager only)?

Note: Using Process Builder I think email templates need to be set up, but I do not know the mapping procedure. Please post a document which explains the mapping procedure.

Please share your knowledge and experiences for figuring this out.

Thanks.

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Accepted answers

VadimYakovlev

Process Builder:

Use the SMTP Activity at the end of your WF

All comments

yamangoyal

You can achieve this by using Process Builder.

1. Set the process variable when a performer complete the activity

2. At the end of workflow create a email template and in to "To" set these variable.

athati

Thanks Yamangoyal for your quick response.

If you can, give me more steps/details how I can do this using Process Builder. It would be highly appreciable. Otherwise give post some documentation.

Thanks.

yamangoyal

When you open Process Builder Just click on Help tab you will find all details . How to create a sample template.

VadimYakovlev

Process Builder:

Use the SMTP Activity at the end of your WF

athati

Thanks VadimYakovlev.

I found it under Integration folder. I will try to set up now. Please give me more info if you have on this. I need to pull an attribute value of the attached document into my email subject and body. How can i do this? How difficult it is? Please give me more details, if you can.

How can I add email message recepients? I find it difficult because it is very new to me. Please help me.

Thank you very much for your help.

yamangoyal

Put $abcd in your subject or message and then click on next. In this screen you can map To, CC ,BCC and your $abcd value to your object attribute. Explore it

athati

Thanks yamangoyal.

I could put $abcd in both subject and message and use "Get Value" function to map one in subject. To map the other I need to use the same "Get Value" function. How can I use it? I ma not able to map. Also I am not able to use the same visual "Get Value" function. Please give me some steps.

Also I used SMTP Activity to map email addresses, but I could only add performer_address. How can I add all performer address in all activities? Each activity is "Single User from a group".

Thanks.

VadimYakovlev

athati

you can achieve this in the variety of ways.

First of all, you do the mapping via using the $varName placeholders and then in the next screen you use the copy function in the mapper. That's it. No need to use the "Get Value" function

Now as for the e-mail addresses (the "TO" address).

You do need to send the email to all of the workflow participants, correct?

It all depends on how your performers are calculated and/or selected.

For example you can write the workflow method and execute it in the end of the workflow (after all the manual tasks) and use the IdfWorkflow (see the DFC javadoc) in your method to find the performer(s) of each task in the workflow, put their e-mail addresses into the workflow variable and use it's value in the SMTP activity to map it to the "TO address to send an email

athati

Thanks Vadim for your details. I got the clue and I am working on it.

Can I give a hardcoded value to my custom attribute using using Process Data mapping or any other activity without going for a workflow method?

Thanks.

DCTM_Guru

In Copy Function, you add your own values. This way you dont have to supply value from left hand side.

athati

THANKS A LOT JOHNNY!!!

YOU ARE AWESOME...I could set some attribute values with you hint.

Thank you very much for your help.

Note: But even if I added hardcoded email address to To[0] variable in SMTP activity, the email is not going through. Our SMTP host name is correct and working fine. i also tested by by clicking on "Test Connection".

I am still exploring the Process Builder and xCP documentation to achieve my emailing functionality with your and all other experts who are guiding me continuously by posting hints.

Thanks again.

VadimYakovlev

You can , athati do the hardcoded values, but it will produce an enormous amount of trouble in the production in the long run for your client (unless you are doing a Proof of Concept for the quick demo)

athati

Thanks VadimYakovlev.

The SMTP activity is working with hard-coded email address in "To[0]" address filed. Now I need to get email addresses of all individual users in all groups. I need to pull the email addresses of all individual performers from groups I assigned as performers in my workflow. I have six activities with six groups implemented as "Single User from a group". Can I give group names? How can I do this using Process Builder only without writing any workflow methods. If you have any clue how to pull the email addresses of all individual performers from those groups into SMTP activity, please give me the steps.

Please advise me.

Thanks.