Send Mail Action Advanced Customisations

• 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.