Configure Orchestrate Email Task in Construct

Overview

Complete the following steps to configure an Email task using an Orchestrate Workflow:

1. Create a Custom Email Template

2. Create an Orchestrate Workflow

3. Create an Event and Orchestrate Workflow Business Rule

Create a Custom Email Template

1. In the Syniti Knowledge Platform (SKP), access Admin > Email Templates. Refer to Email Templates for more information.

2. Create a new email template of Custom type where you can define the variables to subsitute values in both Subject and Body fields that you want to populate from Construct.

   Note

   Use the variable naming format {{.VariableName}} to introduce all the variables you need in the custom email template.

   

3. Click Save.

Create an Orchestrate Workflow

1. In the SKP, access Orchestrate > Workflows and create a new workflow.

2. In the Tasks section, click Add Task and select Email from the Task Type list.

3. From the Select Template list, select the template you have created from Step 2 and enter a Name and Description for that task.

   

4. Click Save. All the variables configured in the template will be automatically added to the Variables section.

5. Add boaUserEmail as a variable and any key fields for the table or page where you are going to use this Orchestrate workflow. This variable is mandatory.

   Note

   The value for boaUserEmail will be the email address of the user who triggers the event on the Construct page.

   

6. The TO, CC, and BCC variables or email address fields will be automatically added to the workflow. For any of these email address fields, you can use the user’s principal ID, a user group ID, or an email address.

   Note

   The email address must be a valid email address registered in the SKP for your tenant. Multiple recipients can be entered in a comma separated list.

   1. To copy the user’s principal ID, click Profile > Your Name in the SKP.

      

   2. To copy a user group ID, access Admin > User Group, select the intended user group, and then copy the user group ID from your browser’s URL.

7. If you need to capture when the email was sent and by whom, you can add a WorkflowedOn column of datetime data type and a WorkflowedBy column of nvarchar(100) data type to the table using an SQL Task after the Email task in the same workflow using the following SQL code:

   UPDATE <YourTableName>
   SET
     WorkflowedOn = GETDATE(),
     WorkflowedBy = :boaUserEmail
   WHERE
     YourPK =  :YourPK

   

Note

Any of the variables can be manually managed in the Workflow variables for the configured values used every time. To pass any variable to the workflow from the Construct Page record, you need a field in the Construct Page view with the same name as the variable.

For example, if you have a field named To on the Construct Page, the value for that field will be used using the To variable in the Email Task and Orchestrate Workflow.

Create an Event and Orchestrate Workflow Business Rule

1. Add an Orchestrate Workflow for the Construct Page’s Event where you need to execute it in Construct. Refer to Create an Orchestrate Workflow Business Rule for more information.

   

2. Execute the Event from the Construct Page. Construct triggers the Orchestrate Workflow and the email will be sent immediately. For example,

   Where the body was retrieved from the Construct Page.

The WorkflowedOn and WorkflowedBy fields are updated accordingly.

Related Articles

• Create an Orchestrate Workflow Business Rule

• Email Templates

• Tasks

• Workflows