ActionStep: Send multiple mails

This action allows you to send a mass email - based on the data in the table type section. For each row defined in this section, a separate email will be sent with the parameters taken from the corresponding columns.

Useful especially when:

• we do not know in advance how many messages will need to be sent (e.g. lookup result, data entered by the user),
• we want to send multiple e-mails with different content, recipient or other parameters dynamically defined based on the data in the table.

If the messages are always to be a fixed number (e.g. 3 emails), instead of this action, you can consider using several “Send email” steps, which will be simpler to configure.

Where to use the action:
Workflow

Parameters:

To (type: text array) - column with e-mail addresses of recipients. It must come from the same section of the table as the other column parameters. Each cell can contain one or more email addresses, separated by a comma or semicolon. Example:

=section10.a

Cc (type: text or text array) (optional argument) - visible additional recipients. You can specify:

• a single text value (all recipients will get the same value),
• column from the table (each email can have a different value).

Addresses can be separated by commas or semicolons.

Bcc (type: text or array of texts) - hidden additional recipients - the same rules as for the dw parameter.

Subject (type: text or array of texts) (optional argument) - the subject of the message. It can be fixed (single text) or dependent on the data in the table (text column).

Message (type: text or array of texts) (optional argument) - the content of the email message - analogous to the subject, can be specified as a fixed text or column.

Attachments (type: attachment array) (optional argument) -.

You can specify:

• a specific attachment (all emails will have the same one),
• a column from the table where the attachments are located (separate attachment or none for each email).

Example:

=section10.a

Exclude link to the app (type: Boolean value) (optional argument) - if the value of this parameter is TRUE then with the body of the email the link to this app will NOT be sent, if the parameter is FALSE then the link will be sent to the app. (By default, the link is sent)

Condition (type: array of logical values) (optional argument) - logical column with condition - you can filter which messages are to be sent. Only rows where the value is true will be used for sending.

Scheduled date time (type: date and UTC time) (optional argument) - if you specify a date, the messages will be scheduled to be sent at the specified time.

Parameter available from version 2.3

Format (type: text) (optional argument) - the parameter specifies how the email message will be displayed. Three possible values are available:

• default - the default Qalcwise format (includes the set font, Qalcwise logo and a green button with a link to the application)
• plaintext - the message will be sent as plain text, without any formatting
• HTML - the message will be sent in HTML format. This format is most often used when you want to send an email containing content that is in a word processor.

Sending emails with a scheduled date and sending condition does not work in the state - Start

In order to be able to send emails on a scheduled basis, the application must have an instance created. In the start state, the instance does not exist yet, so the scheduled sending in this state will not be executed.

 

The condition for sending emails is checked only at the scheduled send date

If both the send date and send condition fields are set in the action, the condition is checked only at the time of the scheduled send. This means that the system will check that the condition is met exactly at the time of the send date, and not at the time the workflow is started.

 

Translated with DeepL.com (free version)

Notice:

If you plan to send an email in the future (e.g. using =adddays(NOWUTC(),1) and specify the formula =CURRENCTUSERMAIL() as the addressee, it may happen that the message will not be sent. This is because during scheduled sending, it is not always possible to calculate the dynamic email address correctly (for example, if the user is no longer active or access to the session is limited).

In such cases, it is better to provide a static address, e.g. ='[e-mail]'