Send Mail

• Log in to the Kuika platform and open the relevant project.
• Go to the UI Design module.
• Select the element that will trigger the email sending.
• Open the + ADD ACTION menu in the right panel.

• From the + ADD ACTION menu, add the Notification > Send Email action according to the trigger event you want (Initial Actions, OnClick, OnBlur, etc.).

Mail Type Selection

• Custom: Allows you to create the email content entirely manually.
• Template: Allows you to quickly configure the email by selecting one of Kuika's ready-made templates.

Custom Mail Configuration

• Receivers: Enter the email addresses of the users to whom the email will be sent.
• Subject: Specify the subject line of the email to be sent.
• Body: Write the email content manually.

Ready-made Template Options

The templates available under the Send Mail action on the Kuika platform are preconfigured for frequently used email scenarios. Each template serves a different purpose and works with the relevant fields.

1. Kuika (General Template)

• Used to create simple email content. Ideal for sending company announcements, notifications or general messages to users.
• Parameters:
  
  • Receivers: Email recipients
  • Subject: Email subject

2. Reset Password

• Used when the user needs to reset their password. Usually triggered after ‘Forgot my password’ operations. The email may contain a link or verification code.
• Parameters:
  
  • Receivers: Email address of the user requesting a password reset
  • Subject: Password reset message subject
  • Verification Code: Verification code to be sent to the user (can be combined with a link if desired)

3. Set Password

• In scenarios where a new user is created or an invitation is sent, this is the email sent to the user to set their password for the first time.
• Parameters:
  
  • Receivers: The user to whom the email will be sent
  • Subject: The email subject
  • Verification Code: The verification code that will initiate the password setting process
  • User Name: The user name to be displayed in the email

4. Task Notification

• This is a system notification sent when a task is assigned to a user in the workflow or when the user is expected to complete the task. The email may also contain a link to the task.
• Parameters:
  
  • Receivers: Users who will receive the task notification
  • Subject: Email subject
  • Process Definition: Name of the business process to which the notification belongs
  • Task Definition: Task type or description
  • Task Link: Link to the task details

5. Verify Email

• Used to verify the user's email address. It is usually preferred after registration or email updates.
• Parameters
  
  • Receivers: Email address to be verified
  • Subject: Subject of the verification email
  • Verification Code: Verification code to be displayed in the email

Thanks to these templates, Kuika users can gain speed in frequently encountered email scenarios and send error-free and consistent messages. In addition, dynamic data bindings can be made to templates, making it possible to create personalised and automated messages.

+ ADD OPTIONAL PARAMETER Parameters that can be added:

• Sender: The user or system name sending the email.
• CC: Addresses to which copies of the email will be sent.
• BCC: Hidden recipients.
• File Attachment: The name of the file to be attached.
• Language: The language in which the email will be sent (e.g. ‘en’, ‘tr’).

All parameters can be linked from Action Result, Method Input, Current, Screen Input, Fixed, or Component sources via the Symbol Picker.

When the user completes the registration process, the system automatically sends an email containing a verification code. This allows the user to verify their email address and activate their account.

Adding a Verification Email Action

When the user registration process is successfully completed, the email sending action is triggered in the system.

• Trigger: User registration form submission
• Action: Send Email

Configuring the Send Email Action

• Mail Type: Template
• Template Type: Verify Email
• Receivers: john.due@kuika.com
• Subject: Email Verification
• Verification Code: generatedCode

With this configuration, a verification email is automatically sent to the user. With the verification code in the email, the user can verify their account and start using the platform.

• Dynamic Recipient Determination: Email addresses can be dynamically retrieved from the logged-in user, form data, action results, or other data sources. This allows email deliveries to be automatically managed based on conditions or user input.
• Conditional Delivery: Email delivery can be triggered based on specific conditions (e.g., approval status).
• Multiple Recipient Management: In the Send Email action, users to whom emails will be sent are defined with the ‘Receivers’ parameter. This field can be used to send emails to a single user or to multiple users.
  
  • Manual Entry: If multiple recipients are to be defined manually, email addresses must be separated by commas. Example: john.due@kuika.com, micheal .smith@kuika.com, maria.clark@kuika.com
  • Dynamic Recipient Retrieval with SQL: If multiple recipients are to be retrieved dynamically from the database, the output of the SQL query must be a single string with email addresses separated by commas. Data linked in this way can be automatically transferred to the Receivers field.
• Example SQL – PostgreSQL:

SELECT STRING_AGG(email, “,”) AS recipients FROM Users WHERE role = “Instructor”

• Example SQL – MSSQL:

SELECT STRING_AGG(email, “,”) AS recipients FROM Users WHERE is_active = 1

• With this structure, emails can be sent to all instructors or a specific user group with a single action. The recipient list can be determined using a fixed text or dynamic data bindings.

• Sending with File Attachments: For example, a PDF report can be attached to an email in Base64 format.

Technical Risks and Precautions

• Invalid Email Format: Sender and recipient email addresses must be validated by the system.
• Empty Parameters: If certain fields in the template are left blank, the email may be sent incorrectly or incompletely.
• Spam Filters: Frequent or inappropriate content may trigger spam filters. Email subject lines and content must be properly structured.

The Send Mail action is a secure and flexible solution on the Kuika platform for communicating effectively with users, providing information on important processes, and reinforcing process steps. Thanks to its ready-made templates and customisable structure, it can be integrated with detailed scenarios.