Send Email

Email Header

For each of the Email Header fields, enter the content that you want. Alternatively, you can add a variable to specify the content that you want. You can also add a special character to the value that you enter.

• Subject: Specifies the email subject line. Enter the subject line for the email message.

• Importance: Specifies the importance level that is assigned to the email message. (There is no variable option for this field.)

• To: Enter one or more recipient email addresses, separated by a semicolon or comma.

• CC: Enter one or more Cc recipient email addresses, separated by a semicolon or comma.

• BCC: Enter one or more Bcc recipient email addresses, separated by a semicolon or comma.

• From/Reply-to: Specifies the "From" or "Reply to" address for the email.

Email Message

• Source: Specifies the source for the data that is to be sent in the message body.

  • Embedded Message:

    • Value: Use the input box to enter the email message that you want the action to send. Alternatively, you can enter a variable for the message content, add a variable, or add a special character to the value that you enter.

    • Import: Opens the Open File dialog so that you can browse to and select a file that contains the data that you want. The contents of the file are imported into the Value input box.

    • Export: Opens the Save File dialog so that you can save the contents of the Value input box as an external file. You can save the value as a new file or replace the contents of an existing file.

    • Edit embedded value : Opens the Value for dialog, where you can edit the value of the embedded source.

  • Variable:

    • Variable: Enter the variable that you want to use for the source. Alternatively, click to select a recently used variable or to click More Variables to open the Insert Variable dialog.

  • External File:

    • Location: Specifies the file system or location where the source folder exists. File systems or locations can include a temporary storage folder, local file systems or network shares, Librarian, or a supported cloud storage location. For more information about supported cloud storage locations, refer to the Administration Console Cloud Storage Page.

    • File Name: Specifies the file path. You can enter the folder location and file name or click Browse to locate and select the file that you want (the Browse option is not available when Location is set to Temporary Storage). Alternatively, you can add a variable to specify the file or add a special character to the value that you enter.

    • Last Published Revision: Specifies that the action uses the last published revision of the specified Librarian file. This option takes effect only when the Librarian file is assigned to a workflow. Available when Location is set to Librarian.

    • File Encoding: Specifies the encoding scheme that is used by the source file.

• Encoding: Specifies the encoding of the message body.

• Message Format: Specifies the message format that is used for the email message.

• Auto: Specifies that the action automatically determines whether the message content is HTML or text format.

• Text: Specifies that the message content is text format.

• HTML: Specifies that the message content is HTML format.

Attachments

• Add Attachment: Click this option to display a list from which you can select the type of attachment that you want to add to the email. Attachment options include the following: 

• Embedded Template: Adds a new embedded template row to the Attachments list. Click the icon within the row to open the Attach Embedded Template dialog, where you can specify the embedded template that you want to attach.

• Variable: Opens the Insert Variable dialog, where you can select the variable that you want to use for your attachment. After you select a variable and close the dialog, the variable is added to a new row in the Attachments list. Click the icon within the row to open the Attach Variable dialog, where you can edit your variable selection and specify additional options for the attachment.

• External File: Opens a file browser, where you can select the file that you want to use for your attachment. After you select a file and close the browser window, the file is added to a new row in the Attachments list. Click the icon within the row to open the Attach External File dialog, where you can edit your file selection and specify additional options for the attachment.

• Files in Folder: Opens a file browser, where you can select the folder that you want to use for your attachment. After you select a folder and close the browser window, the folder is added to a new row in the Attachments list. Click the icon within the row to open the Attach Files in Folder dialog, where you can edit your folder selection and specify additional options for the attachment.

When you select Files in Folder as the attachment source, an attachment is created for each file that is found in the folder at the time the action is run.

• Attachments list: Lists the attachments for the email in a table format. For each attachment that is listed, you can click the following columns and controls to edit the attachment:

• Name: By default, displays the actual name of the attachment. For example, if you add a variable attachment and select the variable "PrintJobStatus," then the display name is "PrintJobStatus". You can enter a new name if you want.

• Source: By default, displays the source of the attachment. For example, if you add an external file attachment, the source is listed as External File. You can change the attachment source by clicking this field and selecting the source that you want from the list.

• Value: Displays source value information for the attachment. For example, the value of an external file attachment displays the path and file name for the file. You can edit this field manually.

• : Opens the Attach dialog, where you can configure additional options for the selected attachment.

• : Deletes the selected attachment.

Account Setup

• Mail Server: Specifies the mail server that is used to send the email. Enter the mail server that you want in the input box. Alternatively, you can add a variable to specify the mail server. You can also add a special character to the value that you enter.

• Mail From: Specifies a "From" email address for the email server. Enter the email address that you want in the input box. Alternatively, you can add a variable to specify the "From" address. You can also add a special character to the value that you enter.

• Settings:

  • Require authentication: Specifies that authentication is required.

  • Specify log on settings: Specifies that a user name and password are required for authentication when the user signs in to the email account.

    • User Name: Specifies the user name for the email account.

    • Password: Specifies the password for the email account.

  • OAuth (Outlook): Specifies that OAuth authorization is required when the user signs in to the email account. This option includes a display of the authorization status.

    • Authorize: Runs the OAuth authorization process.

    • Remove Authorization: Removes OAuth authorization.

    • : Copies the refresh token to the clipboard.

  • Port: Specifies the TCP port that is used by the mail server.

  • Network Timeout: Specifies the maximum amount of time to wait for a response from the receiving Post Office Protocol/Simple Mail Transfer Protocol (POP/SMTP) server.

  • Encrypt connection data using Secure Socket Layer (SSL/TLS): Specifies that Secure Socket Layer/Transport Layer Security (SSL/TLS) support is used.

Action

• Name: Specifies the name of the action. You can replace the default name by entering a new name in the field.

• Description: Specifies a description for the action.

• Run Action: Specifies how often you want the action to run.

  • Always: Specifies that the action runs each time the event occurs.

  • Never: Specifies that the action does not run when the event occurs.

  • Conditionally, based on variable: Specifies that the action runs only when a selected variable meets a specified condition. Use this option in situations in which there is only one condition that determines whether the action runs. After you select this option, you can create the conditional statement in the input box.

    Input box controls

    • Variable: Specifies the variable that you want to use for the conditional statement. Enter the variable in the input box. Click to see a list of recently used variables or click More Variables to open the Insert Variable dialog.

    • [Relational Operator]: Specifies the relational operator to use for the conditional statement. Click the existing operator to display a list of additional operators, and then click the one that you want to use. For more information, refer to Relational Operators. The operators that are available in the list depend on whether you selected Text or Decimal for the Type option.

    • Value: Specifies the values to use for the conditional statement. To add a value, click , click <enter a value>, enter the value that you want, and then press Enter. To delete a value, use the secondary mouse button to click it, and then click Delete. Some operators, such as Is blank and Is not blank, do not require a value to be specified. In these situations, the Value field is not available.

    • Type: Specifies whether the conditional statement is evaluating a text or decimal value.

  • Conditionally, based on expression: Specifies the conditions under which the action runs. Use this option for situations that require more than one conditional statement. When you select this option, you can create the conditional expression in the input box by creating the conditional statements that you want. You create and edit your conditional expression on the Tree View tab. Click the Text View tab to see a read-only text view of the conditional expression.

    Input box controls (Tree View tab)

    • [Conditional Joiner]: Specifies the conditional joiner for the conditional statements within the group. The default conditional joiner is And.

      Click the existing conditional joiner to display a menu that you can use to configure your conditional expression in one of the following ways:

      • And, Or, NotAnd, NotOr: Click the conditional joiner in the list that you want to use for the conditional statements. For more information about the supported conditional joiners, refer to Conditional Joiners.

      • Add Condition: Click to add another conditional statement to the current group.

      • Add Group: Click to add a subgroup of conditional statements to the current group.

      • Remove Group: Click to delete the subgroup. Available when you open the menu from a subgroup.

      • Clear All: Click to delete all conditional statements (including subgroups). Available when you open the menu from the top-most group.

    • : Adds a conditional statement to the group that is associated with that joiner. Visible to the right of each conditional joiner in your expression.

    • :  Deletes the conditional statement. Visible to the right of an existing conditional statement when you point to the statement.

    • Variable: Specifies the variable that you want to use for the conditional statement. Enter the variable in the input box. Click to see a list of recently used variables or click More Variables to open the Insert Variable dialog.

    • [Relational Operator]: Specifies the relational operator to use for the conditional statement. Click the existing operator to display a list of additional operators, and then click the one that you want to use. For more information, refer to Relational Operators. The operators that are available in the list depend on whether you selected Text or Decimal for the Type option.

    • Value: Specifies the values to use for the conditional statement. To add a value, click , click <enter a value>, enter the value that you want, and then press Enter. To delete a value, use the secondary mouse button to click it, and then click Delete. Some operators, such as Is blank and Is not blank, do not require a value to be specified. In these situations, the Value field is not available.

    • Type: Specifies whether the conditional statement is evaluating a text or decimal value.

Error Handling and Diagnostics

• Ignore errors and continue running actions: Specifies that if the action fails, the remaining actions continue to run. When this option is not selected and the action fails, the resulting behavior depends on several factors, as follows:

  The action is within a Group action

  • If you specified Sequentially for the Execute Actions property on the Group action's Execution tab, no further actions within that Group action are run. No actions outside of this Group action are affected.

  • If you specified In Parallel for the Execute Actions property on the Group action's Execution tab, the errors are ignored, and the other actions within that Group action are run. No actions outside of this Group action are affected.

  The action is not within a Group action

  • If you specified Sequentially for the Execute Actions property on the event's Execution tab, no further actions within the event are run.

  • If you specified In Parallel for the Execute Actions property on the event's Execution tab, the errors are ignored, and the other actions within the event are run.

• Retry if failed: Specifies that if the action fails, BarTender tries to run it again.

  • Maximum retries: Specifies the maximum number of times that BarTender tries to run the action again. Available when the Retry if failed option is selected.

  • Retry interval: Specifies the length of time that BarTender waits after the action fails before it tries to run the action again. Available when the Retry if failed option is selected.