Workflows: Email node

Help Video

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This article explains the Email node that can be configured as part of Workflows. Learn more about using workflows here.

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Used For

1. Notifying other Clappia users, approvers regarding submission created/edited events.
2. Notifying Clappia users when their submissions are approved, rejected or moved to any other status.
3. Notifying external users of events happening within the Clappia workplace.

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Editing the block

Click on the block and start editing on the panel that appears on the right side.

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Step name

This is the name that appears in the Workflow on the left side. If there are multiple Email nodes in the workflow, set different step names like Email To Manager, Email to Director etc.

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To Email Addresses

Comma-separated list of email addresses to which the email notification will be sent. We can enter static email addresses or use @ to use any email variable defined in the app. Learn more about using variables in workflows here.

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Cc Email Addresses

Comma-separated list of email addresses which will be Cc'ed in the email notification. Configured in the same way as To Email Addresses.

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Bcc Email Addresses

Comma-separated list of email addresses which will be Bcc'ed in the email notification. Configured in the same way as To Email Addresses.

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Reply-To Email Address

Enter an email address here if you want recipients of this workflow email to be able to reply directly.

When configured, replies from the recipients will not go to noreply@clappia.com (or the SMTP sender email) but instead will be received at the email ID specified in the Reply-To Email Address field.

You can either type a static email address or use @ to select a field from the app that would contain email ids in the submission.

This is useful if, for example, you want customer replies to go to your support mailbox, or manager replies to go to a designated team member’s email.

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Subject

Subject of the email notification. It can be a fixed subject or it can also use variables defined in the app. Learn more about using variables in workflows here.

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Body

Body of the email notification. It can also use variables defined in the app. Learn more about using variables in workflows here.

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Include Configured pdf

Use this option to include dynamic attachments from the Print Settings of the app. Know more about configuring Dynamic Print templates here. If you have configured multiple print templates for the app, you can choose one of those templates, using which a pdf will be generated and included in the email.

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Static Attachments

Drag and drop a file or click on this box to upload a file from your device to attach the file along with the email.

Dynamic Attachments

Use this option to attach the ‘signature’ field or ‘camera, images & files’ field entries as attachments in the email. Any signatures or images uploaded to the app will be added separately as attachments to an email notification.

Parent Step

Parent step refers to the function which is just above the Email node. Here, it is the Start function.

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Enable this Step

This step is enabled by default. Disable this step for the node and the whole workflow below the node to stop from executing.

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Note on Workflows and Bulk Operations

Workflows in Clappia run on individual submissions, such as when a user submits or manually edits a record. However, when using Bulk Upload or Bulk Edit from the Submissions tab, workflows are not triggered, even though new submissions may be added or existing ones updated.

This is because workflows are designed to process one submission at a time. Triggering them for bulk operations can lead to incomplete or inconsistent results, especially for complex workflows.

If you need workflows to run after a bulk operation, currently you will need to open each submission manually and save it. This will count as an edit and trigger the workflow normally.