eMail Step

Use this step to email a selected group of users.

Last published at: January 20th, 2026

Description:

This step sends an email to a selected group of users.

 

Inputs

  • replyTo – reply to email address
  • fromEmail – from email address
  • emailTo – select users to send emails to
  • emailToRoles - select roles to send emails to
  • emailAddresses – external email addresses
  • subject – subject of the email
  • body – body of the email
  • cc – carbon copy list of email addresses
  • bcc – blink carbon copy list of email addresses
  • fileList – list of file attachments
  • sendUsingQueue – sends the email message using the email queue
  • priority -  set priority 
  • encryptBody - encrypt and store in queue
 

 

Returns

  • True – email sent successfully
  • False – failed to send the email
 

 

 

Usage:

 

 

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. 

 

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” steps, as shown above. 
  • 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 whom to send emails. 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, this is achieved 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 process instance, and execute it. The step should send an email to the selected users and require the FlowWright Email service to be enabled. To check email delivery, go to Status > Email Queue. 

 

 

Definition Sample:

You may download the sample definition(s) from the provided link and later import them (drag-and-drop) into your FlowWright Process Definition (XML file) or Form Definition (HTML file) page.

Note: Please verify and complete the process steps for any missing configurations, such as file path references and database connections, after the import. Then, save the definition to confirm the changes.

Click here to download the sample file.