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Celonis Product Documentation

Email (Action Flows)

The Email app allows you to download emails via IMAP, send emails via SMTP, create new drafts, move and copy emails from one folder to another folder, mark emails as read or unread, and delete emails.

Prerequisites

  • An email account or an email server

Note

Fields in the Execution Management System Action Flow user interface which are displayed in bold are mandatory.

Important

On October 1, 2022, Microsoft began a gradual deprecation of its current basic authorization protocol. Full deprecation of the basic authorization protocol is going to happen as of 1st of January, 2023. To solve this issue, we have upgraded our Email app to support a new type of connection: Microsoft SMTP/IMAP OAuth. By using this new selection choice, you will be able to create new connections to existing Microsoft email accounts.

Action required: if you use Microsoft as Email provider in the Action Flows Email app, make sure to update your connections using Microsoft SMTP/IMAP OAuth before the 1st of January, 2023. If you have any questions, reach out to servicedesk@celonis.com.

Connecting Email to Execution Management System

You can connect your Email account to Execution Management System using the following methods:

Connecting using Gmail account

1. Go to Execution Management System and open the Email module's Create a connection dialogue and select the Connection type as Google.

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2. In the Connection name field, enter a name for the connection and click Continue.

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3. Confirm the access by clicking Allow.

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The connection has been established.

Connecting using Microsoft SMTP or IMAP OAuth

When creating a connection with this method, you can authorize Execution Management System to authenticate using Microsoft account or you can use your own credentials.

  1. Go to Execution Management System and open the Email module's Create a connection dialogue.

  2. Select the Connection type as Microsoft SMTP/IMAP OAuth and click Save.

    AF_Email_CreateConnection.png

    Execution Management System will request authentication with your default third-party authentication software.

    The connection has been established.

Before you begin:

  • Make sure you have ClientID and secret ready.

    If haven't created your credentials yet, you need to create a custom app in your Azure account to generate the CliendID and secret. See Generating credentials in Azure.

  • Make sure the Email application has the the following permissions assigned in the Azure portal:

    Email_app_permissionsAF.png

To create a connection using own credentials:

  1. Go to Execution Management System, and open the Email module's Create a connection dialogue and select the Connection type as Microsoft SMTP/IMAP OAuth.

  2. Click the Show advance settings toggle.

  3. Enter your credentials and click Save.

Connecting using SMTP connection

1. Go to Execution Management System, open the Email module's Create a connection screen, and select the Connection type as Others (IMAP).

AF_Email_CreateConnection2.png

2. Select one of the Email providers and enter your email details, or select Other.

3. If you select Other as the Email provider, you get access to all low-level details of setting up an SMTP connection:

AF_Email_CreateConnection3.png

As fields in the Execution Management System Action Flow user interface which are displayed in bold are mandatory, you will have to enter the Email address, the SMTP server and port and additional settings:

  • SMTP Server: Enter mail server address (SMTP). If you do not have this information available, contact your email service provider.

  • Port: Enter the port number.

  • Use Secure Connection (TLS): Select to establish a secure connection between the servers.

  • Use explicit TLS: This explicitly requests TLS/SSL encryption to be turned on during the initial handshake. When set to No, the client will first connect to the server and then negotiate a TLS/SSL session.

  • User name: Enter your email address.

  • Password: Enter your password.

Additionally, a Mutual TLS (mTLS) secure email connection, can be set up using the “advanced settings”:

AF_Email_MutualTLS.png

Setting

Description

Reject unauthorized certificates

If Yes, the server certificate is verified against the list of supplied CAs. For self-signed certificates as they will not be matched with the built-in CAs, either set this option to Yes and upload your certificate in the “Certificate Authority” field, or set this option to No (this will cause all certificate validations to be skipped).

Certificate

Your IT will need to issue a new client certificate, to be provided in this configuration. Your email server will be using this certificate to validate the Celonis service.

Private Key

Your IT will need to issue a new private key, to be provided in this configuration. Your email server will be using this private key to validate the Celonis service.

Certificate authority

Add your certificate authority in this configuration. A self-signed certificate can also be used as a Certificate Authority. Celonis will be using this to verify the identity of your SMTP server. This ensures the bi-directional certificate based identity verification of the mTLS protocol.

Note

To use mTLS, you might need to allowlist the IP Addresses of Execution Management System, in addition to providing you the above files. Reach out to your IT team for more information.

Triggers
Watch Emails

Triggers when a new email is received for processing according to specified criteria.

Connection

Establish a connection to your Email account.

Folder

Select the folder whose emails you want to watch.

Criteria

Select the criteria of the emails you want to watch:

  • All Emails

  • Only Read Emails

  • Only Unread Emails

Sender Email Address

Enter the email address of the sender whose emails you want to watch.

Recipient Email Address

Enter the email address of the recipient whose emails you want to watch.

Subject

Enter the subject of the email you want to watch.

Phrase

Enter any keywords to watch only those emails containing specific phrases.

Mark message(s) as read when fetched

Select the option if you want to mark the unread email as read after retrieving the details.

Maximum number of results

The maximum number of emails Execution Management System should return during one Action Flow execution cycle.

Actions
Copy an Email

Copies an email or a draft into a selected folder.

Connection

Establish a connection to your Email account.

Source Folder

Select the folder from which you want to copy the email. For example, Inbox, Primary, Work, and so on.

Destination Folder

Select the folder to which you want to copy the email. For example, Inbox, Primary, Work, and so on.

Email ID (UID)

Enter the Email ID UID of the email you want to copy to the destination folder. You can get the UID of the email by using Execution Management System's Watch Email module or Search Email module.

Create a Draft

Creates and adds a new draft to a selected folder.

Connection

Establish a connection to your Email account.

Folder

Select the folder in which you want to create the draft email.

To

Enter the email address to which you want to send the email.

Subject

Enter the subject line of the email.

Content Type

Select the content type for the email:

  • HTML

  • Plain Text

HTML

Enter the email content in HTML format using HTML tags or in the plain text as selected in the Content type field.

Attachments

Add an attachment:

File name

Enter the file name. For example, sample.doc.

Data

Enter the path to the folder to upload the attachment.

Content-ID

Enter the content ID to insert the attachment (image) in the content.

Copy Recipient

Enter the email address to whom you want to send a copy of this email.

Blind Copy Recipient

Enter the email address to whom you want to send a copy of this email without appearing their email addresses in the email.

From

Enter the email address that appears in the From field.

Sender

Enter the email address that appears in the Sender field.

Reply-To

Enter the details of the email for which you are sending this email as a reply.

In-Reply-To

Enter the details of the email for which you are drafting this email in reply to.

References

Enter the details of any reference you want to add to the email.

Priority

Select the priority:

  • High

  • Low

  • Normal

Headers

Add the headers:

Key

Add the key.

Value

Enter the value fo the key.

Delete an Email

Removes an email or a draft from ta selected folder.

Connection

Establish a connection to your Email account.

Folder

Select the folder of the email you want to delete. For example, Inbox, Primary, Work, and so on.

Email ID (UID)

Enter the Email UID of the email you want to delete. You can get the UID of the email by using Execution Management System's Watch Email module or Search Email module.

Expunge

If selected, permanently removes all the messages marked as Deleted in the currently open mailbox. When you use Gmail then the behavior is driven by the setting in Settings > Forwarding POP/IMAP in IMAP access section.

The Unique Email ID in IMAP protocol

The Unique Email ID known as 'Email ID (UID)' is the email's identifier. The Email ID is specific for each of the email's folders.

For getting and deleting the same email from the same folder, you can see below:

Getting an email from the 'Inbox' folder

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Deleting the email from the 'Inbox' folder

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Get Emails

Returns emails that match the specified criteria.

Connection

Establish a connection to your Email account.

Folder

Select the folder whose email details you want to retrieve. For example, Inbox, Primary, Work, and so on.

Mark message(s) as read when fetched

Select the option if you want to mark the unread email as read after retrieving the details.

Criteria

Select the emails you want to retrieve:

  • All Emails

  • Only Read Emails

  • Only Unread Emails

Sender email address

Enter the email address of the sender whose emails you want to retrieve.

Recipient email address

Enter the email address of the recipient whose emails you want to retrieve.

From date

Enter the date to retrieve the emails processed on or after the specified date.

Before date

Enter the date to retrieve the emails processed on or before the specified date.

Subject

Enter the subject of the email you want to retrieve.

Phrase

Enter any keywords to retrieve only those containing those phrases.

Email ID (UID)

Enter the Email ID (UID) of the email whose details you want to retrieve. You can get the UID of the email by using Execution Management System's Watch Email module or Search Email module.

Maximum number of results

The maximum number of emails Execution Management System should return during one Action Flow execution cycle.

Continue the execution of the route even if the module returns no results

Select if you want to continue to run the module even if there are no results returned.

Mark an Email as Read

Marks an email or a draft in a selected folder as read by setting the Read flag.

Connection

Establish a connection to your Email account.

Folder

Select the folder of the email you want to mark as read. For example, Inbox, Primary, Work, and so on.

Email ID (UID)

Enter the Email UID of the email you want to mark as read. You can get the UID of the email by using Execution Management System's Watch Email module or Search Email module.

Mark an Email as Unread

Marks an email or a draft in a selected folder as unread by setting the Unread flag.

Connection

Establish a connection to your Email account.

Folder

Select the folder of the email you want to mark as unread. For example, Inbox, Primary, Work, and so on.

Email ID

Enter the Email UID of the email you want to mark as unread. You can get the UID of the email by using Execution Management System's Watch Email module or Search Email module.

Move an Email

Moves a chosen email or a draft to a selected folder.

Connection

Establish a connection to your Email account.

Source Folder

Select the folder from which you want to move the email. For example, Inbox, Primary, Work, and so on.

Destination Folder

Select the folder to which you want to add the email. For example, Inbox, Primary, Work, and so on.

Email ID (UID)

Enter the Email ID UID of the email you want to move to the destination folder. You can get the UID of the email by using Execution Management System's Watch Email module or Search Email module.

Send an Email

Sends a new email.

Connection

Establish a connection to your Email account.

Save Message after Sending

Select whether you want to save the email in your mail box after sending it.

To

Enter the email address to whom you want to send the email.

Subject

Enter the subject line of the email.

Content Type

Select the content type for the email:

  • HTML

  • Plain Text

Content

Enter the email content in HTML format using HTML tags or in the plain text as selected in the Content Type field.

Attachments

Add an attachment:

File name

Enter the file name. For example, sample.doc.

Data

Enter the path to the folder to upload the attachment.

Content-ID

Enter the content ID to insert the attachment (image) in the content.

Copy Recipient

Enter the email address to whom you want to send a copy of this email.

Blind Copy Recipient

Enter the email address to whom you want to send a copy of this email without having their email addresses appear in the email.

From

Enter the email address (and name, if needed) that appears in the From field in the email. Use the correct syntax: name@email.com or "Name" name@email.com

Sender

Enter the email address that appears in the Sender field in the email.

1. Open the Send an email action advanced settings using the checkbox 61d5a3a7c234b.png

2. Enter the required sender name or email

Use the correct syntax as shown in the hint on the screenshot below. name@email.com or "Name" name@email.com

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Reply-To

Enter the details of the email for which you are sending this email as a reply.

In-Reply-To

Enter the details of the email for which you are drafting this email in reply to.

References

Enter the details of any reference you want to add to the email.

Priority

Select the priority of the email:

  • High

  • Low

  • Normal

Headers

Add the headers:

Key

Add the key. For example, Sender, Date, To, and so on.

Value

Enter the value for the key.

Send me an Email

Sends a new email to your email address.

Subject

Establish a connection to your Email account.

Content

Enter the subject and body of the email.

Iterators
Iterate Attachments

Iterates received attachments one by one.

The email iterator module lets you manage email attachments separately. For example, you can set up to watch emails to iterate the emails with attachments and receive alerts.

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For more information about iterators, see Iterator.