How To: Use the Send An Email Action

You can use a rule to send an e-mail to someone when an event occurs or a certain condition is applied, for example if a new student is registered online and you want to inform the Administration department. Use the Send an e-mail rule action and configure the e-mail typing text or drag fields from the context browser.

Feature What it is How to use it
From The e-mail address to appear in the From field - usually the e-mail setup for the K2 Server. Only one e-mail address allowed in the From field. Type text or drag and drop a field from the context browser.
To

The address to send the e-mail to - whether specified directly or resolved from the Environment fields. Multiple e-mail addresses are allowed separated by a comma.

 Type text or drag and drop a field from the context browser. Multiple e-mails allowed separated by a comma. If fields are used from the context browser, they should be comma separated.
CC Copy in a recipient. Multiple e-mails allowed separated by a comma. Type the mail address of the person who should be copied or select a dynamic field from the context browser. Multiple e-mails allowed separated by a comma. If fields are used from the context browser, they should be comma separated.
BCC Copy in a recipient without allowing other recipients to view BCC addresses. Multiple e-mails allowed separated by a comma. Type the mail address of the person who should be blind copied or select a dynamic field from the context browser. Multiple e-mails allowed separated by a comma. If fields are used from the context browser, they should be comma separated.
Attachment Drag and drop fields from the context browser for attachments.

The following items are available:

  • SmartObject methods that return images or files.
  • Item References of type SharePoint Document.
  • Data Fields
  • Attachments from the Functions node.

Note: Any field dragged from the context browser that is not a SmartObject property or function is wrapped in the Get Attachment from Content function. This provides the ability to specify a file name for the attachment.
Subject The subject line of the e-mail - often one of the workflow or step data fields is used to give a more precise context to the e-mail. Type text or drag and drop a field from the context browser.
Body Dynamic e-mail messages can be created by dragging fields from the context browser into the body of the message. Type text or drag and drop a field from the context browser.