Business process setup guide (BPMS)
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How to use email templates in business processes

Bpm’online enables you to send emails based on the templates from the [Email templates] lookup as part of a business process flow. In bpm’online, email templates are created using the content designer. When designing a business process, you can select templates in the [Send Email] element. For example, you can send a “Welcome on board” email template to all new employees at your company (Fig. 1).

Fig. 1 “Welcome on board” process

 chapter_process_designer_email_element_template_process.png

Note

Objects and their connected objects are used to populate macros in email templates. If you are looking to use available process parameters in the email body, use a custom message option in the [What is the message?] field. More details are available in a separate article.

To send a template-based email as part of a business process:

1.Add the [Send Email] to the process diagram and populate its fields (Fig. 2).

Fig. 2 [Send Email] element properties

chapter_process_designer_email_template_send_email_element_properties.png 

a.Populate the [To] feild. In this case, you can map the [To] field to a parameter that stores the “Id” of the added employee record, which you can obtain from the [Signal] start event (Fig. 3).

Fig. 3 [Signal] start event properties

chapter_process_designer_email_template_signal_start_event_properties.png 

To do this, hover over the [To] field and click btn_process_element_settings_lookup00014.png, then select [Contact] -> [Process parameter]. In the window that appears, select the [Unique identifier of record] parameter of the [Signal] start event (Fig. 4).

Fig. 4 Selecting the “Id” of the employee record

chapter_process_designer_email_template_selecting_Id.png 

2.In the [What is the message?] field, select “Template message”.

3.Select a pre-configured template in [Template message] field. In this case, select a “Welcome on board” template.

4.Specify the record whose field values will be used as macros in the selected template in the [Record for macros] field. The type of record depends on the object, specified in the [Macro source] field on the email template edit page (Fig. 5).

Fig. 5 The [Macro source] field on the email template edit page

inset_000015.png 

In this case, since the template uses the “Employee” object, specify the “Id” of the employee record similarly to the [To] field.

5.Save the process.

As a result, an email template will be sent as part of a business process. In this case, a “Welcome on board” email will be sent to all new employees after they are added in bpm’online.

See also

[Send email] process element

[Signal] start event

Content designer

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