Notify an employee when they become an activity participant

Level: beginner

Example

Create the following business process: an email is sent to an employee that was added to the list of participants in the activity.

Business process diagram (Fig. 1) elements:

1. Incoming signal for adding an activity participant - when a new participant is added to the activity, the signal is activated and the business process is started.

2. Reading the Id of the added activity participant record – getting about the new activity participant information for later use in the process.

3. Reading the activity header – retrieving activity data that will be used in the preconfigured template.

4. Sending email – notifying the contact that they were added to the activity.

   Fig. 1 The “Employees added as activity participants notification“ business process

   

To do this:

1. Place the Signal element of the Initial events group on the schema — "Participant added". The element will be activated when a contact is added on the Participants detail of the activity.

2. Set up the signal parameters:

   1. In the Object field, set "Activity participant".
   2. In the What event should happen? field, select "Add record".

3. Add two Read data elements of the System actions group.

4. Set up the "Read activity participant" element parameters to read data from the activity participant added record (Fig. 2):

   1. In the Which data read mode to use? field, select “Read the first record in the selection.”

   2. In the Which object to read data from? field, select “Activity participant.”

   3. In the How to filter records? area, set the filter “Id = Participant added.Record ID". To do this, click <Add condition>, select the “Id” column, then in the appeared menu, select Compare with parameter. In the opened window, select the Record ID parameter of the "Participant added" element.

      Fig. 2 The “Read activity participant“ element properties

      

5. Set up the "Read activity title" element parameters to read the activity title, to which a participant has been added (Fig. 3):

   Fig. 3 The “Read activity title“ element properties

   

   1. In the Which data read mode to use? field, select “Read the first record in the selection.”
   2. In the Which object to rad data from? field, select “Activity.”
   3. In the How to filter records area, set up filter "id = Read activity participant.First element of the resulting collection.Activity". To do this, click <Add condition>, select the “Id” column, then in the appeared menu, select Compare with parameter. In the opened window, select the "Activity" parameter of the "Read activity participant" element.
   4. In the Which column values should be read? field, select “Only selected columns" and select the “Title” column.

6. Add the “Send e-mail” element of the System actions group and set the following parameters (Fig. 4):

   1. In the From field, specify the return address in the message. To do this, select Select from lookup in the parameter value menu, then in the Synchronization with mailbox settings lookup, select one of the configured email accounts.
   2. In the To field, specify the email of the recipient. In the parameter value menu, click the Process element, select the Read contact data element, and the Email parameter.
   3. In the What is the message? field, select “Template message.”

7. Select the existing template in the Template message field. The Subject field is populated automatically.

8. Select “Send email automatically” in the How is the message sent? field.

   Fig. 4 The “Send email“ element properties

   

9. After creating the process elements, connect each element with the next one by dragging the element in the upper right corner of the selected process element.

10. Save the created business process.

    As a result of the business process, an email is sent to an employee that was added to the list of participants in the activity.

---

See also

Notify employees by email when a lead has been received via a landing page