Email Notification Stage
Email Notification Stage
The Notification Email stage in QuickAppFlow allows you to automatically send emails to one or more recipients during a workflow. It’s typically used for:
Status updates (e.g., application received, request approved).
Alerts (e.g., policy changes, error notifications).
Information sharing (e.g., task assignment, reminders).
Once triggered, the stage sends an email with your specified subject, body, and recipient details — either static or dynamic.
When to Use:
Use the Notification Email stage when:
You need instant communication triggered by workflow actions.
You want to send customized emails using workflow data (variables).
You need automatic updates without manual intervention.
Configuration Steps:
Step 1 – Add the Stage
Open your workflow in QuickAppFlow.
Click + Add Stage.
Select Notification Email from the list.
Step 2 – Define Recipients (To and CC)
You can choose who will receive the notification in several ways:
Select from predefined options in QuickAppFlow:
Employee – Send to a specific employee in your organization.
Team – Send to all members of a selected team.
Reporting Manager – Send to the manager of the employee involved in the workflow.
Department Head – Send to the head of a particular department.
Step 3 – Set Subject
Keep it short and meaningful.
You can use variables to make it dynamic.
Example:
Application Status – ${Variable:ApplicantInfo:Name}
Step 4 – Write Email Body
You can write the email body in plain text or use variables to make the content personalized.
Using Variables
Variables allow you to insert data collected in earlier workflow stages, such as the applicant’s name or job title.
This makes each email unique and relevant to the recipient.
Using AI Output
You can generate the email body dynamically by using the AI Output stage before the Notification Email stage.
The AI Output stage can create the complete message text, and you can then reference that variable in your email body.
Example (with variables):
Hi ${Variable:ApplicantInfo:Name},
Your application for the position of ${Variable:JobInfo:Title} has been received successfully.
We will review your profile and get back to you shortly.
Regards,
HR Team
Example (using AI-generated content):
${Variable:AIMessage:Body}
(Here, AIMessage:Body is the variable holding the text created in the AI Output stage.)
Step 5 – Save and Connect
Connect this stage to the relevant preceding stage (e.g., after Approval stage).
Save your workflow.
Email Notification Stage Under For Each Stage
Purpose of "For Each" Stage
The For Each stage in QuickAppFlow is used to repeat actions for every item in a list or collection. It loops through all records, items, or values and executes the stages inside it for each entry.
Common Uses:
Send an email to each candidate in a shortlist.
Update records for all tasks in a project.
Create notifications for each member of a team.
Adding Email Notification Stage Inside “For Each”
When you place an Email Notification stage inside a For Each stage:
A separate email is sent for each item in the list.
Variables from the current loop item can be used dynamically in the email.
Example Scenario
You want to email all shortlisted candidates.
For Each Stage → Loops through the list of shortlisted candidates
Select Candidate Repository as the source.
Add condition: Status = Shortlisted.
Email Notification Stage → Sends a personalized email to each candidate.
Example Email Body:
Hi ${Variable:CandidateInfo:Name},
Congratulations! You have been shortlisted for the position of ${Variable:JobInfo:Title}.
Our team will contact you soon for the next steps.
Regards,
HR Team
Result: Each shortlisted candidate receives their own personalized email.
Email Notification Stage Under Condition Stage
Purpose of "Condition" Stage
The Condition stage in QuickAppFlow is used when you want to execute specific actions only if a given logical condition is true. It evaluates a boolean expression (e.g., "Status = Approved") and runs the nested stages inside it only if the condition is met.
Example Uses:
Send an approval confirmation email only if the request is approved.
Notify a customer if their payment is overdue.
Alert a recruiter only when a candidate’s score is above a certain threshold.
Adding Email Notification Stage Inside “Condition”
When you place an Email Notification stage inside a Condition stage:
The system will send the email only when the condition evaluates to true.
You can use variables from the workflow and the condition’s context to personalize the email.
Example Scenario
You have a workflow to process leave requests.
Workflow Logic:
Condition Stage → Check if Leave Request Status = Approved.
Email Notification Stage (inside Condition) → Send approval email to the employee.
Example Email Body:
Hi ${Variable:EmployeeInfo:Name},
Your leave request from ${Variable:LeaveInfo:StartDate} to ${Variable:LeaveInfo:EndDate} has been approved.
Please ensure all pending work is handed over before your leave.
Regards,
HR Team
How it works:
If the status is Approved, the employee receives the approval email.
If the status is Rejected or Pending, no email is sent.
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