Description:

The List of User Emails workflow step retrieves a list of email addresses for the specified FlowWright users.

The users can be supplied as a semicolon-separated list of user names or IDs. The resulting email list can optionally be stored in a FlowWright Variable or Global variable for use by subsequent workflow activities.

The step supports:

• Specifying multiple users using user names or IDs.
• Separating multiple users with semicolons.
• Retrieving the email addresses associated with the specified users.
• Storing the resulting email list in a Variable or Global variable.
• Using workflow-generated user information as input.
• Routing the workflow through True or False return paths.

Usage:

The List of User Emails step is typically used when a workflow needs to obtain email addresses for one or more FlowWright users during process execution.

The workflow can supply a semicolon-separated list of user names or IDs and optionally specify a Variable or Global variable to hold the resulting email list.

A typical workflow pattern is:

Identify Users → List of User Emails → Store Email List → Send Notification

For example:

Get User Names → List of User Emails → Prepare Email → Send Notification

The Variable/Global to hold the email list property provides a destination for the resulting email list.

The step is particularly useful when recipients are determined dynamically during workflow execution rather than being fixed in the process definition.

Typical Workflow Suggestions:

Send a Notification to Multiple Users

Use the step when a workflow needs to retrieve email addresses for several users before sending a notification.

Example:

Identify Users → List of User Emails → Prepare Notification → Send Email

Provide the user names or IDs as a semicolon-separated list and store the resulting email list in a Variable.

Retrieve Emails for Dynamically Selected Users

Use this step when users are determined during workflow execution.

Example:

Determine Users → List of User Emails → Process Email List → Continue Process

The user list can be populated dynamically from workflow data.

Notify a Group of Users About a Process Event

Use the step when a workflow needs to obtain the email addresses of multiple users associated with a process event.

Example:

Process Event → Identify Users → List of User Emails → Send Notification

The resulting email list can be used by the subsequent notification activity.

Build a Recipient List for an Approval Workflow

Use this step when an approval workflow needs to obtain email addresses for selected users.

Example:

Determine Approvers → List of User Emails → Prepare Approval Notification → Send Email

The semicolon-separated user list can contain the required approver names or IDs.

Retrieve User Emails Before External Communication

Use the step when a workflow needs to obtain user email addresses before passing recipient information to another communication or integration activity.

Example:

Identify Users → List of User Emails → Prepare Recipient Data → External Communication

Store the resulting email list in a Variable or Global variable for subsequent processing.

Example:

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

• Create a new definition named “clsGetUserEmailsDef” and open it in designer mode. 
• Drag a "clsGetUserEmails" step to the canvas.
• Connect the dots between the “Start” and "clsGetUserEmails" steps, as shown above.
• Select the line between the steps to configure the “Connection Properties”. The default property values are “None, True, False, 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 "clsGetUserEmails" 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 "clsGetUserEmails" step to configure its "Optional" properties. Enter a semicolon-separated list of user GUID values (retrieved from the User management page). Specify the variable or global reference to store the email list. Click the Save button. 

• 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 in the images below. Configure the “Logging” using the following properties. 

• Save the process definition and create a new process instance. When the workflow reaches List of User Emails, FlowWright processes the supplied user names or IDs and retrieves the corresponding email addresses. If an output Variable or Global variable has been configured, the resulting email list is stored there for use by subsequent workflow activities. The workflow then follows the appropriate True or False return path.

Tips:

• Use semicolons to separate multiple user names or IDs.
• Verify that the supplied user names or IDs identify the intended FlowWright users.
• Use a workflow Variable when the list of users is determined dynamically.
• Use a meaningful Variable or Global variable name for the resulting email list.
• Verify the resulting email list before passing it to a downstream communication activity when recipient accuracy is important.
• Use the True path for normal processing after successful email retrieval.
• Use the False path for appropriate error handling or alternate processing.
• Test the step with both individual and multiple-user inputs.
• Test the semicolon-separated format when multiple recipients are required.
• Avoid hard-coding recipient lists when the workflow can determine users dynamically.
• Consider validating the user list before executing the step when the input originates from external or user-provided data.
• Test both True and False workflow paths before deploying the process.

Definition Sample:

You may create a FlowWright process definition that includes the List of user emails step and configure it to meet the workflow requirements.

When configuring the step, verify:

• List of user names or IDs.
• Semicolon separation when multiple users are supplied.
• Variable or Global variable used to hold the email list.
• Workflow Variable references when the user list is dynamic.
• True workflow path.
• False workflow path.
• Environment-specific workflow configuration.

After verifying the configuration, save the process definition before executing a process instance.

Click here to download the sample file.