Send Mail

• Example: smtp.office365.com, smtp.gmail.com, or a local server IP.
• This must be accessible from the machine running the activity.
• Contact your IT administrator or email provider for the correct value.

• Typically the full email address (e.g., user@domain.com).
• Must have permission to send mail via the specified SMTP server.

• The password is stored encrypted.
• Required for most authenticated SMTP servers.
• Use an app password if your provider requires it (e.g., Gmail with 2FA).

• Enable for secure connections (recommended).
• Most modern SMTP servers require SSL/TLS.
• Set to false only if your server does not support SSL.

• Default: 587 (STARTTLS).
• Other common ports: 25 (non-encrypted), 465 (SSL), 2525.
• Check with your email provider or IT administrator for the correct port.

• Specifies the maximum time to wait for the SMTP server to respond.
• Increase for large attachments or slow networks.
• Default: 10 seconds.

The 'Attachments' property allows you to include one or more files as attachments in the e-mail message sent by the Send Mail activity. Each attachment is generated using an Export Format object, which defines how the file is created and what content it contains.

Attachments are produced at runtime for each Batch Folder being processed. For every Export Format added to this property, a corresponding file is generated and attached to the outgoing e-mail. This enables you to deliver exported documents, reports, or other relevant files directly to recipients as part of your automated workflow.

If no export formats are specified, the e-mail will be sent without attachments. This property is optional and can be left empty if you do not need to include files with your messages.

Example Scenario:

• Add a PDF export format to the 'Attachments' property to send a copy of each processed document as a PDF file.
• Add multiple export formats (such as PDF and CSV) to include several file types in a single message.

Use this property to automate the delivery of exported content, streamline document distribution, or provide supporting files to e-mail recipients as part of your Grooper process.

The 'To' property specifies the primary recipients of the e-mail message sent by the Send Mail activity. Enter a comma-separated list of e-mail addresses, which may include static addresses or template variables for dynamic recipient selection.

Dynamic Content with Template Variables

You can use template variables in the 'To' property by enclosing variable names in curly braces, such as {DocumentOwnerEmail} or {BatchContact}. These variables are merged at runtime using the context of the current Batch Folder, allowing the recipient list to be personalized or determined by extracted data.

Example:
user1@domain.com, {DocumentOwnerEmail}, notifications@domain.com

When the message is sent, {DocumentOwnerEmail} will be replaced with the actual e-mail address from the current batch or folder context.

Format and Usage

• Separate multiple addresses with commas.
• Each address must be a valid e-mail address after template merging.
• The 'To' property is required; the Send Mail activity will not send a message if this property is blank.

Best Practices

• Use template variables to route messages to the correct users or stakeholders automatically.
• Validate that all merged addresses are correct and exist in your environment.
• Test your configuration to ensure that dynamic recipient lists are generated as expected.
• Avoid including sensitive or external addresses unless necessary and permitted by your organization's policies.

The 'CC' property specifies additional recipients to receive a copy of the e-mail message sent by the Send Mail activity. Enter a comma-separated list of e-mail addresses, which may include static addresses or template variables for dynamic recipient selection.

Dynamic Content with Template Variables

You can use template variables in the 'CC' property by enclosing variable names in curly braces, such as {SupervisorEmail} or {BatchReviewer}. These variables are merged at runtime using the context of the current Batch Folder, allowing the CC list to be personalized or determined by extracted data.

Example:
manager@domain.com, {SupervisorEmail}

When the message is sent, {SupervisorEmail} will be replaced with the actual e-mail address from the current batch or folder context.

Format and Usage

• Separate multiple addresses with commas.
• Each address must be a valid e-mail address after template merging.
• The 'CC' property is optional; leave it blank if no CC recipients are needed.

Best Practices

• Use template variables to automatically copy relevant parties on notifications or reports.
• Validate that all merged addresses are correct and exist in your environment.
• Test your configuration to ensure that dynamic CC lists are generated as expected.
• Avoid including unnecessary recipients to reduce e-mail clutter.

The 'Subject' property specifies the subject line of the e-mail message sent by the Send Mail activity. This property supports template variables, enabling you to generate dynamic, context-aware subject lines that reflect the current batch, document, or processing results.

Dynamic Content with Template Variables

You can include template variables in the 'Subject' property by enclosing variable names in curly braces, such as {BatchName} or {DocumentType}. These variables are merged at runtime using the context of the current Batch Folder, allowing the subject to reflect relevant information for each message.

Example: Processing Results for {BatchName}

When the message is sent, {BatchName} will be replaced with the actual name of the batch being processed. This enables you to personalize subject lines, include status information, or provide other context to recipients.

Best Practices

• Keep subject lines concise and clear to ensure they are easily understood by recipients.
• Use template variables to provide context, such as batch names, document types, or processing outcomes.
• Avoid including sensitive or confidential information in the subject line.
• Test your subject templates to verify that variables are merged correctly and the resulting text is meaningful.
• Consider including a consistent prefix or identifier (e.g., (Grooper)) to help recipients recognize automated messages.

Additional Notes

• The 'Subject' property is required; the Send Mail activity will not send a message if this property is blank.
• The code editor UI can assist with inserting template variables and previewing the merged subject line.
• The final subject line is generated at the time the activity executes for each Batch Folder, reflecting the current processing context.

The 'Body' property defines the main content of the e-mail message sent by the Send Mail activity. This property supports both plain text and HTML content, allowing you to craft messages that are simple or richly formatted, depending on your requirements and the capabilities of your recipients' e-mail clients.

Dynamic Content with Template Variables

The value of 'Body' can include template variables, which are merged at runtime using the context of the current Batch Folder. Template variables are specified using curly braces, such as {BatchName} or {DocumentType}. When the message is generated, these variables are replaced with their corresponding values from the batch or folder being processed.

Example:
Dear User,

Thank you, The Grooper Team

This approach enables you to personalize messages, include processing results, or provide context-specific information to recipients automatically.

HTML and Plain Text Support

You may enter either plain text or HTML markup in the 'Body' property. If you include HTML tags (such as <b>, <table>, or <a>), the message will be sent as HTML, provided the SMTP client and recipient support it. This allows for advanced formatting, tables, hyperlinks, and branding.

HTML Example: <h2>Batch Processing Complete</h2> <p>Batch: <b>{BatchName}</b></p> <p>Status: <span style="color:green;">Success</span></p>

If you do not use HTML tags, the message will be sent as plain text.

Best Practices

• Use template variables to provide recipients with relevant, up-to-date information.
• When using HTML, always test your message in multiple e-mail clients to ensure compatibility and correct rendering.
• Keep the message clear and concise, especially for notifications or automated alerts.
• For multi-line messages, use line breaks (\n in plain text, <br/> in HTML) as needed.
• Avoid including sensitive information in the body unless necessary and ensure compliance with your organization's security policies.

Additional Notes

• The 'Body' property is required; the Send Mail activity will not send a message if this property is blank.
• You can use the code editor UI to assist with template variable insertion and previewing the merged output.
• The actual content sent will reflect the merged and formatted result at the time the activity executes for each Batch Folder.

A combination of the following flags:

The Error Disposition property determines the system's response to errors that occur while executing the activity.

• Flag: The affected Batch Folder or Batch Page will be flagged for review.
• Log: The error will be written to the Grooper event log.
• Stop: Processing will halt, the Batch will be set to an error state, and all pending tasks will be deleted.

You can combine multiple options using the IssueDisposition flags.
Adjust this property to match your organization's error handling and escalation policies.

If the number of consecutive errors reaches this value, a critical stop will occur and the Activity Processing service will halt further processing.

• Use this property to prevent runaway failures and to ensure that persistent errors are escalated for review.
• Set to a higher value to allow more retries before stopping, or to a lower value for stricter error control.

Can be one of the following values:

The Concurrency Mode property determines whether the activity can be executed in parallel across multiple Batch Objects, or if it must run sequentially.

• This setting affects which Processing Queue the activity is submitted to and how tasks are distributed.
• Choose the appropriate mode based on the activity's thread safety and resource requirements.