E-mail Processing

Workflow actions to work with email, it allows you send and receive the emails.

Sync Mailbox with List (Exchange)

Synchronizes unread messages from a specific Exchange account with a SharePoint list.

Input parameters

Parameter Description Example
Email E-mail of the Exchange User support@contoso.com
Password Password of Exchange User Support’sP@ssw0rd$
List

SharePoint List for synchronization. The following fields will be filled from e-mail automatically:

  • From, To, Subject (type: Single line of text)
  • Body (type: multiline of text)
Tickets
mTo Specifies mapping of 'To' filed to list item field To
mFrom Specifies mapping of 'From' filed to list item field From
mSubject Specifies mapping of 'Subject' filed to list item field Title
mBody Specifies mapping of 'Body' filed to list item field Body
mCc Specifies mapping of 'Cc' filed to list item field Cc
RegexTemplate Specifies regular expression template which allows to add new messages to existing discussion according to subject. This property is used for discussion boards only. Ticket#(? \d+)
SyncAttachments Synchronize e-mail messages with attachments Yes
AdminLogin The login of the user who has appropriate permissions to perform operation. This parameter doesn’t exist in the version for SharePoint 2013 on-premise. admin@contoso.com
AdminPassword The password of the user who has appropriate permissions to perform operation. This parameter doesn’t exist in the version for SharePoint 2013 on-premise. admin’sP@ssw0rd$
SiteUrl SharePoint URL, if blank will be detected automatically empty
ThrowError Detects whether workflow should be interrupted in case of error or not. Yes
RunAsPublisher Detects whether the workflow action has to be runned under the user account who published the workflow (for SharePoint 2013 on-premise only). Yes

Example

Sync Exchange Emails to SharePoint

Sync Mailbox with List (IMAP)

Synchronizes unread messages from a specific IMAP account with a SharePoint list.

Input parameters

Parameter Description Example
Email Mailbox for sync support@contoso.com
Password Password for Mailbox Support’sP@ssw0rd$
List

SharePoint List for synchronization. The following fields will be filled from e-mail automatically:

  • From, To, Subject (type: Single line of text)
  • Body (type: multiline of text)
Tickets
IMAP Server IMAP Server name outlook.office365.com
Port IMAP Port 993
SSL Is encryption required? (SSL or TLS) Yes
mTo Specifies mapping of 'To' filed to list item field To
mFrom Specifies mapping of 'From' filed to list item field From
mSubject Specifies mapping of 'Subject' filed to list item field Title
mBody Specifies mapping of 'Body' filed to list item field Body
mCc Specifies mapping of 'Cc' filed to list item field Cc
RegexTemplate Specifies regular expression template which allows to add new messages to existing discussion according to subject. This property is used for discussion boards only. Ticket#(? \d+)
SyncAttachments Synchronize e-mail messages with attachments Yes
AdminLogin The login of the user who has appropriate permissions to perform operation. This parameter doesn’t exist in the version for SharePoint 2013 on-premise. admin@contoso.com
AdminPassword The password of the user who has appropriate permissions to perform operation. This parameter doesn’t exist in the version for SharePoint 2013 on-premise. admin’sP@ssw0rd$
SiteUrl SharePoint URL, if blank will be detected automatically empty
ThrowError Detects whether workflow should be interrupted in case of error or not. Yes
RunAsPublisher Detects whether the workflow action has to be runned under the user account who published the workflow (for SharePoint 2013 on-premise only). Yes

Example

Sync Mailbox to SharePoint via IMAP

Sync Mailbox with List (Shared Mailbox)

Synchronizes unread messages from the SharePoint shared mailbox with a list. Note: This action is accessible only for SharePoint Online.

Input parameters

Parameter Description Example
Mailbox E-mail of the SharePoint online shared mailbox SMO-Main@plumsail.com
List

SharePoint List for synchronization. The following fields will be filled from e-mail automatically:

  • From, To, Subject (type: Single line of text)
  • Body (type: multiline of text)
Tickets
mTo Specifies mapping of 'To' filed to list item field To
mFrom Specifies mapping of 'From' filed to list item field From
mSubject Specifies mapping of 'Subject' filed to list item field Title
mBody Specifies mapping of 'Body' filed to list item field Body
mCc Specifies mapping of 'Cc' filed to list item field Cc
RegexTemplate Specifies regular expression template which allows to add new messages to existing discussion according to subject. This property is used for discussion boards only. Ticket#(? \d+)
SyncAttachments Synchronize e-mail messages with attachments Yes
AdminLogin The login of the user who has appropriate permissions to perform operation. This parameter doesn’t exist in the version for SharePoint 2013 on-premise. admin@contoso.com
AdminPassword The password of the user who has appropriate permissions to perform operation. This parameter doesn’t exist in the version for SharePoint 2013 on-premise. admin’sP@ssw0rd$
SiteUrl SharePoint URL, if blank will be detected automatically empty
ThrowError Detects whether workflow should be interrupted in case of error or not. Yes
RunAsPublisher Detects whether the workflow action has to be runned under the user account who published the workflow (for SharePoint 2013 on-premise only). Yes

Example

Sync SharedMailbox to SharePoint

Send E-Mail with Attachments

Send an e-mail with attachments. If the option AddItemAttachments is checked, a workflow will send attachments from the current list item or a document set. Alternatively you can turn on parsing links of documents from the message body or fill in parameter "AttachmentUrls".

Note

If you use Office 365, to enable sending attachments you also need to specify AdminLogin and AdminPassword properties or setup it via credential management page. If you don't specify them, the workflow action will not be able to access your attachments.

Input parameters

Parameter Description Example
Address E-mail of the recipient SomeUser@gmail.com
Subject Subject of the message SharePoint notification
Body Body of message (may contain HTML) <h1>Approve notification</h1> <p>Dear Mr....</p>
FromDisplayName You can change a display name of the From header Plumsail notification system
ReplyTo Address for reply no-reply@plumsail.com
Cc E-mail carbon copy addressee no-reply@plumsail.com
Bcc E-mail blind carbon copy addressee no-reply@plumsail.com
AttachmentUrls Urls of attachments delimited by ';' /somefolder/sometxt.txt;:code:http://somesite.com/images/someimage.img
Add Item Attachments If the option is checked, a workflow will send attachments from the current list item or a document set. True
ParseLinks Search embedded links in the message body False
ParseImages Search for embedded images in the message body False
From Sender email support@contoso.com
EXEmail E-mail that is used to connect to the SMTP server support@contoso.com
EXPassword Password to connect to SMTP server Support’sP@ssw0rd$
Host SMTP Server name outlook.office365.com
Port SMTP Port 587
SSL Is encryption required? (SSL or TLS) Yes
AdminLogin The login of the user who has appropriate permissions to perform operation. This parameter doesn’t exist in the version for SharePoint 2013 on-premise. admin@contoso.com
AdminPassword The password of the user who has appropriate permissions to perform operation. This parameter doesn’t exist in the version for SharePoint 2013 on-premise. admin’sP@ssw0rd$
SiteUrl SharePoint URL, if blank will be detected automatically empty
ThrowError Detects whether workflow should be interrupted in case of error or not. Yes
RunAsPublisher Detects whether the workflow action has to be runned under the user account who published the workflow (for SharePoint 2013 on-premise only). Yes

Example

Send email with attachments