Description:

The GetEmailTemplateData workflow step retrieves email template data from a selected FlowWright email template and stores the resulting data in a specified Variable or Global variable.

The step supports:

• Selecting an email template.
• Retrieving data from the selected email template.
• Storing the retrieved email template data in a Variable or Global variable.
• Reusing the stored template data in subsequent workflow activities.
• Incorporating centrally maintained email-template information into workflow processing.

Usage:

Place the GetEmailTemplateData step when a workflow needs to retrieve an existing email template and make its data available to subsequent workflow activities.

A typical workflow pattern is:

Select/Retrieve Template → Get Email Template → Use Template Data

The retrieved value can then be used by later workflow steps to:

• Prepare email-related workflow processing.
• Reuse centrally maintained email template information.
• Store template data in a workflow Variable.
• Store template data in a Global variable.
• Pass template information to subsequent workflow activities.
• Combine retrieved template information with workflow-generated values.
• Prepare content for downstream email processing.

Typical Workflow Suggestions:

Retrieve an Email Template for Workflow Processing

Use the step when a workflow needs to retrieve an existing email template before performing additional processing.

Example:

Get Email Template → Process Template Data → Continue Workflow

Select the required email template and store its data in a Variable or Global variable.

Use a Centrally Maintained Email Template

Use GetEmailTemplateData when email content is maintained as a FlowWright email template rather than being recreated independently in each workflow.

Example:

Workflow Event → Get Email Template → Email Processing

This allows the workflow to retrieve the selected template data and make it available to subsequent activities.

Prepare Data Before Sending an Email

Use this step as an intermediate activity when a workflow needs to obtain template data before an email-sending activity.

Example:

Business Event → Get Email Template → Prepare Email → Send Email

The retrieved template data is stored in the configured Variable or Global variable and can then be referenced by the subsequent workflow processing.

Reuse Template Data in Multiple Workflow Activities

Because the retrieved data is stored in a Variable or Global variable, subsequent workflow activities can reference the stored value.

Example:

Get Email Template → Store Template Data → Activity 1 / Activity 2 / Activity 3

This can be useful when multiple downstream activities need access to the same template information.

Combine Template Data with Workflow Values

Use the step as part of a workflow that retrieves an existing email template and subsequently processes it using workflow-generated information.

Example:

Get Customer Data → Get Email Template → Process Template Data → Send Email

You can store the email template data first, then supply it to subsequent workflow activities along with values obtained during the workflow.

Build Standardized Email Communications

Use centrally configured email templates when workflows need to produce consistent communications.

Example:

Process Request → Get Email Template → Prepare Communication → Send Email

The workflow can select the appropriate template and store its data for subsequent processing.

Select Different Templates for Different Workflow Scenarios

Place GetEmailTemplateData after logic that determines which email template should be used.

Example:

Evaluate Request Type → Select Appropriate Template → Get Email Template → Continue

Different workflow branches can retrieve different configured email templates based on workflow requirements.

Store Template Data in a Global Variable

Use a Global variable when the retrieved template data needs to be available beyond the immediate activity sequence and the application's workflow design calls for a Global variable.

Example:

Get Email Template → Store in Global → Subsequent Email Activities

The step explicitly supports storing the retrieved email template data in either a Variable or Global variable.

Store Template Data in a Workflow Variable

Use a workflow Variable when the template data is intended primarily for the current workflow processing.

Example:

Start → Get Email Template → Store in Variable → Process Email

Configure the Variable/Global to store the email template data property with the appropriate Variable.

Example:

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

• Create a new process definition named “getEmailTemplateDataDef” and open it in designer mode. 
• Drag an “getEmailTemplateData” step to the canvas. 
• Connect the dots between the start and “getEmailTemplateData” step as shown above. 
• Select the line between the steps to configure the “Connection Properties”. The default property values are “None, Error, and Evaluate”. Depending on the step’s purpose, you can configure additional values.
• Define a variable or a global to store the result. 
• Click the "getEmailTemplateData" step to configure its "Required" properties. Provide a name for the step. Select a template from the drop-down list to retrieve data. Provide a variable or a global reference to store the email template after execution. Click the Save button. Note: Click the "AI Predict" button to have the Copilot add new process steps that match your process description. 

• The “Logging” configuration is necessary for documentation and also measures workflow progress and percent complete. Configure the step state and percent fields individually, as shown below. Configure the “Logging” using the following properties.

• Save the process definition, create a new instance, and execute it. Render the process instance and click the Get Email Template step to view its properties. When the workflow reaches the GetEmailTemplateData step, FlowWright uses the configured email template selection to retrieve the email template data. The resulting data is stored in the specified Variable or Global variable. The stored value can then be referenced by subsequent workflow activities.

• To manage these templates, navigate to the Manage Config - Email Templates page. 

• The email template used in this example is shown below. 

Tips:

• Select a valid email template before executing the workflow.
• Always configure the required Variable/Global to store the email template data property.
• Use a meaningful Variable or Global variable name for the retrieved template data.
• Verify that the selected email template is available in the target FlowWright environment.
• Test the workflow using the same email template that will be used in production.
• Verify the stored Variable or Global value after the step executes.
• Use the retrieved value only after the Get Email Template step has completed.
• Consider using centrally maintained templates when you need to reuse the same communication across workflows.
• Use separate Variables when multiple template values need to be retained independently.
• Test the workflow after changing the underlying email template.
• Verify downstream email-processing activities after modifying a template.
• If different workflow scenarios use different templates, ensure that each workflow path selects the intended template.
• Avoid exposing sensitive template information in workflow logs or notifications.
• Verify that the selected template and its associated configuration exist in each deployment environment.
• Do not assume the exact internal structure of the returned template data unless confirmed by the FlowWright implementation.
• Do not assume that the step provides True/False return values; the supplied XML does not define any explicit return values.

Definition Sample:

ou may download the sample definition(s) from the link provided and later import them into your FlowWright Process Definition (XML file) or Form Definition (HTML file) page, following the same approach described in the supplied SearchAndReplaceString documentation.

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

• Email template selection.
• Variable or Global variable used to store the email template data.
• Workflow Variable references.
• Environment-specific email-template configuration.
• Downstream workflow connections.
• Any email-processing or notification configuration that uses the retrieved template data.

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

Click here to download the sample file.