Email Task and Notifications

An Email notification task sends an email and then completes itself straight away. You set the recipients, subject and content on the Email tab in the task editor. The subject and the content can have a version for each language and can contain case variable values. An email notification has no solver, and mandatory variables are not checked for it.

Recipient types

All four recipient rows offer the same types. Reply-to recipient also has Default, and copy and blind copy also have No.

Users without an email address are skipped. If no recipient remains, the email is not sent, but the task is still completed.

Email language

Each recipient gets the email in the language set for them in TAS. Recipients with the same language receive one shared email. The text uses the subject and content in the recipient's language. If they are missing for that language, the default subject and default content are used.

For the Email recipient type, an External language field appears. It sets the language for addresses that do not belong to any TAS user and for users with no language set. The Default option uses the default system language.

Variables in the subject and content

Variables are written in curly brackets, for example {destination} or {CaseName}. When the email is sent, they are replaced with the variable's display value. Text lists are shown in the recipient's language. An unknown variable stays in the text exactly as written.

Besides template variables, the Insert variable dialog offers system values, for example:

To insert a variable into the subject or a header value, use the {} icon at the end of the field. It offers text and number variables.

Custom headers

Custom headers are useful, for example, for sorting mail on the recipient's side or for integration with another system. Rules:

• the name must start with X- and contain only letters, digits and hyphens,
• the name and value are mandatory and must not start or end with a space,
• headers such as To, Cc, Subject or Reply-To cannot be set.

If you turn off Add custom headers (X-headers), the headers are not saved.

Send test

The Send test dialog has Email and Subject fields, both mandatory. The subject is pre-filled with the subject in your language. The Send button really sends the email, with the content in your language and with the custom headers. Only an administrator can use this feature.

When the email is sent

When the task's turn comes, the On start calculations run, the email is sent and the task is completed. This means On start calculations can still modify variables used in the email. If sending fails, the error is written to the log and the task is still completed. You can find the status of sent emails in the email queue in administration.

How to set up a rejection notification

In the sample template "Travel request", the Notify the traveller task sends a message to the traveller when the manager rejects the request.

1. On the Email tab, set Recipient to From variable and select the Traveller variable.
2. Set Reply-to recipient to Task supervisor and Copy recipient to Case owner.
3. Type text into the Subject field and use the {} icon to insert {CaseName}.
4. Write the message in the content and use the Insert variable button to insert the manager's comment and the link to the case.
5. Use the Other language variants link to add the subject and content in Czech.
6. Click Save.

Related: Task types, Instructions, sections and testing a task, Email queue.