ProcessMaker 4.1
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Send Email Connector
Automatically send emails during Requests for a Process.

Overview

The Send Email connector is part of the Email package. When you add the Send Email connector to your Process model and then reference a Screen for email body content, ProcessMaker can send emails during Requests. The Send Email connector can email a specified email address when that Send Email connector triggers in a Request's workflow. The Send Email connector supports sending an email to only one email recipient.
The Send Email connector adds the following components to the ProcessMaker open-source edition:
The email recipient's name and email address can be specified in one of the following ways when configuring the Send Email connector:
    Plain text
    A Variable Name setting value using mustache syntax, for example {{ email_recipient }} and {{ email_address }}, respectively
    A Magic Variable value, specifically {{ _user.fullname }} and {{ _user.email }}, respectively

Package and Permissions Required

The Send Email package must be installed to use the Send Email connector.
Furthermore, your user account or group membership must have the following permissions to configure a Send Email connector to the Process model unless your user account has the Make this user a Super Admin setting selected:
    Processes: Edit Processes
    Processes: View Processes
See the Process permissions or ask your Administrator for assistance.

Add a Send Email Connector to the Process Model

Follow these steps to add a Send Email connector to the Process model:
    1.
    View your Processes. The Processes page displays.
    2.
    Create a new Process or click the Open Modeler icon
    to edit the selected Process model. Process Modeler displays.
    3.
    Locate the Send Email connector in the Elements and Connectors palette that is to the left of the Process Modeler canvas. If the Hide Menus button
    is enabled, the Elements and Connectors palette displays the Send Email connector's icon
    .
    4.
    Drag the connector into the Process model canvas where you want to place it. If a Pool element is in your Process model, the Send Email connector cannot be placed outside of the Pool element.
Send Email connector
After adding the Send Email connector, consider adding the following Boundary-type Process model elements to design business solutions when your best-case scenarios don't happen:
After the connector is placed into the Process model, you may adjust its location in the following ways:
Moving a Send Email connector has the following limitations in regards to the following Process model elements:
    Pool element: If the Send Email connector is inside of a Pool element, it cannot be moved outside of the Pool element. If you attempt to do so, Process Modeler places the Send Email connector inside the Pool element closest to where you attempt to move it.
    Lane element: If the Send Email connector is inside of a Lane element, it can be moved to another Lane element in the same Pool element. However, the Send Email connector cannot be moved outside of the Pool element.

Customize the Appearance of a Send Email Connector Connector

Customize the Send Email connector's appearance in the following ways:
After a Send Email connector is added to a Process model, optionally customize these aspects of its appearance. Each Send Email connector's appearance may only be changed individually.

Change a Send Email Connector's Color

A Send Email connector's shape, icon, and label are black-colored by default.
Follow these steps to change the color and label for a Send Email connector:
    1.
    View your Processes . The Processes page displays.
    2.
    Click the Open Modeler icon
    to edit the selected Process model. Process Modeler displays.
    3.
    Select the Send Email connector to custom. Available options display above the selected connector.
    4.
    Click the Open Color Palette icon
    . The color palette displays.
    5.
    Do one of the following to change the color:
      Select a color swatch: Select one of the color swatches from the color palette. The Send Email connector's shape, icon and label change to that color.
      Specify a custom color: Click the
      icon to display the color selector, and then select a color, enter the Hex color code, or enter the red, green, blue, and alpha color values for the custom color. The Send Email connector's shape, icon and label change to that color.
      Reset to the default color: Click the
      icon to reset the Send Email connector and label to its default color.

Change a Send Email Connector's Icon

Send Email connectors display the
icon in the shape by default.
Follow these steps to change the icon for a Send Email connector:
    1.
    View your Processes. The Processes page displays.
    2.
    Click the Open Modeler icon
    to edit the selected Process model. Process Modeler displays.
    3.
    Select the Send Email connector to customize. Available options display above the selected connector.
    4.
    Click the Open Color Palette icon
    . The color palette displays.
    5.
    Click the
    icon. The Select a custom icon screen displays.
    6.
    From the Search drop-down menu, select the icon to display. The Send Email connector's icon changes to the selected icon.
    7.
    Click OK.
To reset the Send Email connector to its default icon, click the Reset to Default button from the Select a custom icon screen.

Copy a Send Email Connector

Copying a Send Email connector copies the original along with its current settings, making it easier and faster to continue designing without adding default elements or connectors with their default settings.
The copied Send Email connector displays below the original. Any Sequence Flow and/or Message Flow elements incoming to or outgoing from the original are not copied.
Follow these steps to copy a Send Email connector in your Process model:
    1.
    View your Processes. The Processes page displays.
    2.
    Click the Open Modeler icon
    to edit the selected Process model. Process Modeler displays.
    3.
    Select the Send Email connector to copy. Available options display above the selected connector.
    4.
    Click the Copy Element icon
    . The Process model connector copies.

Delete a Send Email Connector

Deleting a Process model connector also deletes any Sequence Flow and/or Message Flow elements incoming to or outgoing from that element. For example, if a Process model connector is deleted that has both incoming and outgoing Sequence Flow elements, the Sequence Flow elements must be reconnected for the remaining elements/connectors.
Follow these steps to delete a Send Email connector from your Process model:
    1.
    View your Processes. The Processes page displays.
    2.
    Click the Open Modeler icon
    to edit the selected Process model. Process Modeler displays.
    3.
    Select the Send Email connector to delete. Available options display above the selected connector.
    4.
    Click the Delete icon
    . The Process model connector deletes.

Settings

The Send Email connector has the following panels that contain settings:

Configuration Panel Settings

Follow these steps to configure a Send Email connector:
    1.
    Select the Send Email connector from the Process model in which to configure its settings. The Send Email configuration settings display.
    2.
    In the Name setting, edit the selected connector's name and then press Enter.
    3.
    In the Subject setting, enter the text that displays as the email subject.
    4.
    From the Body setting, select one of the following options:
      Plain Text:
      Select the Plain Text option to enter plain text to display as the email body. This is the default option. Follow these steps:
        1.
        From the Body setting, ensure that the Plain Text option is selected.
        2.
        In the setting below the Plain Text option, enter the text that displays as the email body.
      Display Screen:
      Select the Display Screen option to select an Email-type Screen from which to display its content as the email body. Follow these steps:
        1.
        From the Body setting, ensure that the Display Screen option is selected.
        2.
        From the drop-down menu below the Display Screen option, select from which Screen to display its content as the email body. Only Email-type Screens display from this drop-down menu.
        3.
        Optionally, click the Open Screen link to view and/or edit your selected Screen. Note that your user account must have appropriate Screen category permissions to view and/or edit the selected Screen.
    5.
    From the Recipients setting, select which users and/or groups will receive this email. To remove an email recipient that is currently selected, click the
    icon for that selection or press Enter when the drop-down is visible.
    6.
    Optionally, use the Add additional emails option to add email addresses. Follow these steps:
      1.
      Select the Add additional emails option. The enter email setting displays.
      2.
      In the enter email setting, enter one or more email addresses for user(s) to receive this email. Do one of the following to send this email to multiple users:
        Click the Add icon
        to display additional enter email edit boxes. Enter one email address in each edit box.
        Enter multiple email addresses separated by commas with no spaces in the same enter email edit box. For example:[email protected],[email protected]
        Enter a Request variable in mustache syntax that contains a comma delimited string of multiple email addresses.
        The{{EmailList}}Request variable in this example contains a string of email addresses separated by commas with no spaces:"[email protected],[email protected]"
      3.
      Click the Delete icon
      to delete an email address if necessary.

Documentation Panel Settings

Edit the Connector's Description Displayed in Process Documentation

If the Documentation package is installed, describe the connector's purpose and how it functions in the Process. This description does not affect Requests for the Process, but may be useful for Process model maintenance such as how the connector is configured. Edit information by using the What-You-See-Is-What-You-Get (WYSIWYG) rich text editor.
A Process's entered documentation displays by selecting the View Documentation icon for that Process.

Package Required

The Documentation package must be installed to view or edit the documentation for a Process element or connector. Use the Documentation package to view documentation for Processes that includes an image of the Process map and entered description of its elements and connectors.
Follow these steps to edit the description for a connector:
    1.
    Select the connector from the Process model in which to edit its description. Panels to configure this connector display.
    2.
    Expand the Documentation panel if it is not presently expanded. The Description setting displays.
    3.
    In the Description setting, edit the information to display when viewing documentation for this connector and then press Enter. Alternatively, use the What-You-See-Is-What-You-Get (WYSIWYG) rich text editor to stylize your text by clicking the More icon
    .
    Follow these guidelines to use the WYSIWYG rich text editor to stylize your text:
      Undo changes: Click on the
      icon to undo the last action.
      Redo changes: Click on the
      icon to redo the last undone action.
      Insert/Edit Link: Click on the
      icon to convert the selected text into a hyperlink. Follow these steps to create a hyperlink:
        1.
        Select the required text from the Rich Text control.
        2.
        Click on the
        icon. The Insert/Edit Link screen displays.
        3.
        In the URL setting, enter the destination URL.
        4.
        In the Text to display setting, edit or enter the text displayed in the Rich Text control.
        5.
        In the Title setting, enter the text to display when a user hovers over the displayed text.
        6.
        From Open link in… drop-down menu, select one of these options:
          New window: Select this option to open the destination page in a new browser window.
          Current window: Select this option to open the destination page in the current browser window.
      Insert/Edit Image: Click on the Insert/Edit Image icon
      to insert an image. Follow these guidelines:
        1.
        Click on the Insert/Edit Image icon
        .
        2.
        The Insert/Edit Image screen displays:
        3.
        In the Source setting, enter a URL for the image.
        4.
        In the Alternative Description setting, enter the text to display if the source URL of the image is not accessible.
        5.
        In the Width setting, enter the maximum width for the image.
        6.
        In the Height setting, enter the maximum height for the image.
        7.
        Toggle the Constrain Proportions icon
        to maintain the width-height ratio of the image to its original proportion.
        8.
        Click Save.
      Insert Page Break for PDF: Click on the Insert Page Break for PDF icon
      to insert a page break when a PDF document is created for this documentation if your browser supports this feature.
      Format text: Follow these guidelines to format text:
        Headings: From the Paragraph/Formats menu, select Headings and then select a heading size.
        Bold: Do one of the following:
          From the editor toolbar, select the
          icon.
          From the Paragraph/Formats menu, select Inline and then Bold.
        Italics: Do one of the following:
          From the editor toolbar, select the
          icon.
          From the Paragraph/Formats menu, select Inline and then Italic.
        Underline: From the Paragraph/Formats menu, select Inline and then Underline.
        Strikethrough: From the Paragraph/Formats menu, select Inline and then Strikethrough.
        Superscript: From the Paragraph/ Formats menu, select Inline and then Superscript.
        Subscript: From the Paragraph/Formats menu, select Inline and then Subscript.
        Code: From the Paragraph/Formats menu, select Inline and then Code.
        Paragraph: From the Paragraph/Formats menu, select Blocks and then Paragraph.
        Blockquote: From the Paragraph/Formats menu, select Blocks and then Blockquote.
        Division: From the Paragraph/Formats menu, select Blocks and then Div.
        Preformatted: From the Paragraph/Formats menu, select Blocks and then Pre.
        Change text color: Use the Text Color drop-down to change text color. Click on the
        icon. The color palette displays. Do one of the following:
          Select one of the color swatches from the color palette. The selected text changes to that color.
            Click the
            icon to select a custom color from the Color Picker.
            Click the
            icon to reset the text to its default color.
        Align text: Follow these guidelines to align text:
          Left align: Do one of the following:
            From the editor toolbar, use the
            icon to left-align text.
            From the Paragraph/Formats menu, select Align and then Left.
          Center align: Do one of the following:
            From the editor toolbar, use the
            icon to center-align text.
            From the Paragraph/Formats menu, select Align and then Center.
          Right align: Do one of the following:
            From the editor toolbar, use the
            icon to right-align text.
            From the Paragraph/Formats menu, select Align and then Right.
          Justify: Do one of the following:
            From the editor toolbar, use the
            icon to justify text.
            From the Paragraph/Formats menu, select Align and then Justify.
        Insert a bullet list: Use the
        icon to format text as a bulleted list.
        Insert a numbered list: Use the
        icon to format text as a numbered list.
        Indent text: Click on the
        icon to increase text indenting.
        Outdent text: Click on the
        icon to decrease text indenting.

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