Before adding a Send Email (SMTP)The Send Email (SMTP) tool sends messages to any SMTP compliant mail server. This tool is capable of sending multiple messages in either text or HTML formats, incorporating data from Input and Format steps to any number of recipients. If recordset data being used from an Input step includes a column containing email addresses, then this can be used as a "dynamic" recipient address. task step, ensure you have met the following:
Before adding a Send Email (SMTP) task step, you must create at least one connection to an SMTP server. You open this interface from the resources tree — expand System > Tools > and double-click Send Email (SMTP) in the items list.
- Click Add to create a new connection.
- Enter a unique Connection name. If adding connections for different types of SMTP server, it is recommended you add such details to the connection name.
- In Server Address, add the DNS or IP address of the SMTP server.
- If authentication is required by the SMTP server, select Enable Authentication and choose between:
- Windows Authentication (NTLM) — The currently logged-in Window's user credentials are used to connect to the SMTP server
- Plain Text Authentication (LOGIN) — The specified Username, Password, and Domain (if required) are used to connect to the SMTP server
- Use Test connection to ensure the credentials can be accepted.
- Click OK to save the connection.
For more information, see Creating the Connection to an SMTP Server.
Adding a New Task Step
To add a new Send Email (SMTP) step to an existing task,
- Open the relevant task (if creating a new task, see How to Create a Basic Task).
|||Click and drag the Send Email (SMTP) icon from the Task Browser to the task Design area.|
|||From the task's Design tab, right-click on empty space and select New > Output > Send Email (SMTP).|
- In the General tab, Name your task step and, if required, choose the Document to email.How Do I Do This?
The General tab is used to enter the following details for the step:
Name — Enter a meaningful name for the step
Tip: If this task instance makes use of two or more Send Email (SMTP) steps, ensure the Name used is unique for each individual step.
Description — If required, enter a description of this step Read documents from a source — Enable this parameter if document data from a Format task step is required when creating the email Document Source — Contains all available documents from Format steps previously created in the task; note that the document format is displayed after the step name
For more information, go to the main General tab topic.
- Go to the Connection tab and choose the relevant email server created previously.
- Go to the Main tab and configure the email to send.How Do I Do This?
Click the image to view full size.Adding the From Address
Use Type Name or Select from List to search for the relevant email address. If the address book from the SMTP server is available, select it from the Show Names from the drop-down to use an address from there.
If the From address is not available in the email list, you can add a One off / Dynamic Address. Enable this parameter and add the Display Name and email Address. Data source variables, recordset columns, or step properties can be dragged-and-dropped to either field to create a dynamic name or email address.Adding Email Recipients
Click To, CC, or BCC as required.
Preconfigured email addresses are shown on the left. Use Type Name or Select from List to search for the relevant email address. If the address book from the SMTP server is available, select it from the Show Names from the drop-down to use an address from there.
Highlight the relevant address and click To, Cc, or Bcc as required.
If the required address is not available in the email list, you can add a one off recipient. Click New and add the Name and email Address. Data source variables, recordset columns, or step properties can be dragged-and-dropped to either field to create a dynamic name or email address.Adding Email Attachments
To prevent duplicate attachments (those with the same filename) being sent during the same task run, enable Do not send duplicate attachments.
Click Add to add new attachments — note that files added here are not available to other Send Email (SMTP) task steps; they are for use with this step instance only. Use Edit and Remove to managed existing attachments.Adding an Email Subject
Either manually create a static Subject for the email, or use variables, recordset columns, or step properties to create a dynamic subject. If the dynamic content uses non-Latin characters, ensure you enable to Encode Subject field in Base64 UTF-8 Encoding in the
global configuration. Without this parameter enabled, non-Latin characters render as question marks (
?).Defining the Email Message
You can choose whether the
email bodyconsists of: Message Only — Enable this option to create the email bodyin the space provided. Variables, recordset columns, and step properties can be dragged in to create dynamic data. If a document from a previous task step is being consumed (General tab) , this can be used as an attachment. Document Output — If a document from a previous task step is being consumed, enable this option to use the consumed document as the email body. Note that this does not allow you to add extra text to the email body, however separate files can be added as attachments.
The above procedure details only the basic requirements for sending an email for this task. For a detailed description of the available advanced features, go to the main Main tab topic.
Go to the Options tab and select the relevant error handling options for this task step.How Do I Do This?
The Options tab allows you to define how errors in this step are handled at task runtime.
If an error occurs, you can decide whether the step should Continue processing, or terminate the step immediately (Abort Step).
If the step is aborted, you can choose to Continue processing onto the next step in the task, or terminate the whole task immediately (Abort Task).
You can Request a delivery receipt for each message sent, however this is dependant on the recipient's mailbox settings as to whether a receipt is sent.
For more information, go to the main Options tab topic.
Click to save the task step.