Email Automation

Automating the process of sending email helps you to integrate email notification in your automation process flow and keep users informed of events that concern them. When specific activity is being performed, the system can also automatically notify users by email about the tasks being completed and keep them updated.

Email Automation Actions

You can use the following activities to design an RPA bot that can automate email sending task:

Compose an email and send it from Outlook.

Properties

  • Name: Enter the display name of the action.
  • To: Main recipient of the email message.
  • CC: Recipient who will receive a copy of the email message that you sent to the recipients in the To field.
  • Subject: Subject of the email message.
  • Attach: Attachment to be added to the email message.
  • Body: Body of the email message.
  • You should turn off the BCC field in Outlook, before running a bot that includes the Compose Email action.
  • If you are using Microsoft Office 2013 with this action, you might see that this action is not executed, and an email is not composed.

 

Open the Outlook application.

Properties

Name: Enter the display name of the action.

 

Use this action to retrieve POP or IMAP email messages from a specified server and save it as a variable.

Properties

  • Name: Enter the display name of the action.
  • Host Name: Name of email server host to be used.
  • Port: Specify the port to be used to retrieve the email message.
  • Username: Email address to be used to retrieve the message.
  • Password: Password of the Email account to be used.
  • SSL Connection: Specify if the connection to the email server has SSL encryption.
  • Protocol Type: Select one of the following method to access email message.
    • POP
        Only unread email messages are fetched from the Gmail server if you select POP.
    • IMAP: Select a search type for accessing email messages.
      • Search Type: Select the search type.
        • Search by Subject
        • Search by From Address
        • Search by To Address
        • Search by Date
      • Enter Search Parameter: Specify the parameter that is used for the search type:
        • Unseen: Select all unread email messages.
        • Search by Subject: Specify a string that is used as a filter for all the emails that contain that string. For example, if you specify test, all emails with the word test will be selected.
        • Search by From Address: Specify the From Address string you want to use.
        • Search by To Address: Specify the To Address string you want to use.
        • Search by Date: Use the following format DD-MM-YYYY
  • Enter Variable to store Emails: Enter the variable name in which you want to store the email message.
  • Enter number of mails read: Specify the number of email messages you want to read from the email server.
  • Enter Directory path to save Attachments: Specify the full path of the folder where the email messages attachments are to be saved.

  • Email Body(table) for Excel: Specify the table in the email body you want to export.

If the directory path to save the email message attachment isn't valid, the action shows an error when you run the bot.

 

You can use this action to send an email message from an email service provider.

Properties

  • Name: Enter the display name of the action.
  • Host Name: Name of email server host to be used.
  • Port: Port that is used to send the email message through.
  • Username: Email address from which the message is to be sent.
  • Is Authentication: Select Yes, to provide the password of the Email account to be used for sending the message. If you select No, you do not have to provide the password.
    • Password: Click the checkbox and then specify the password.
  • To Email: Main recipient of the email message.
  • Subject: Subject of the email message.
  • Attachment: Specify the local file you want to attach to the email.
  • Body: Body of the email message.