---
sourceDocument: Australia Build workflows
sourceDocumentLink: https://servicenow-prod.fluidtopics.net/r/build-workflows

 Release :

    - australia

ft:locale :

    - en-US

ft:publication_title :

    - Australia Build workflows

ft:clusterId :

    - crworkflow

bundleId :

    - crworkflow

workflow :

    - Creator


---

# Send Email activity

# Send Email activity {#ariaid-title1}

* Release version: Australia
* 
* Updated March 12, 2026
* 
* ![](https://www.servicenow.com/docs/portal-asset/ico-clock) 4 minutes to read

Summarize  
![AI sparkle icon](https://servicenow.com/docs/portal-asset/ai-sparkle-icon) Summarized using AI  
This content was generated using new OpenAI-powered functionality. Results are provided on an as is basis and are not guaranteed to be accurate or complete.  

## Summary of Send Email activity

The Send Email activity in ServiceNow enables playbook authors to create and send emails using previously gathered or generated data.
This activity requires defining recipients, subject, and body content, and presents the email to an end user for confirmation before sending.
It is available as a common activity and can be added by users with admin, playbook.admin, or pdauthor roles.
Show full answer Show less  

## Configuration and Inputs

To configure the Send Email activity, authors set values in the activity properties panel. Key inputs include:

* **Label and Description:** Define the title and usage information displayed on the activity card.
* **Run Condition:** Specify conditions that must be met to run the activity or stage, using data from prior activities.
* **Start Rule:** Set when the activity or stage should start, either immediately or after specific stages or activities, with an optional start delay.
* **To, Cc, and Bcc Recipients:** Specify recipient email addresses either as fixed strings or dynamically using the pill picker to reference data fields such as applicant emails.
* **Subject and Body:** Define the email subject and HTML body, allowing rich text and use of multiple data pills for dynamic content.
* **Wait for User Input:** Optionally pause the playbook until an end user manually completes or skips the activity, configurable only by playbook.admin users.
* **Tagline, Footer, and Additional Fields:** Customize the email tagline, footer content (static or data-driven), and add extra record fields or form views for sending.

Advanced inputs include assignment details (Assigned To, Assignment Group) and target record references, further enabling integration with tasks or other workflow elements.

## Outputs and Integration

The activity outputs data that can be used by subsequent activities in the playbook, including:

* **Automated:** Indicates if the activity completes automatically or waits for user input.
* **Record:** Reference to the task record created.
* **Email:** Reference to the newly created email notification record.

## Practical Impact for ServiceNow Customers

This activity streamlines the process of sending tailored emails within automated workflows, improving communication efficiency while maintaining user oversight. Customers can dynamically tailor recipient lists and email content based on real-time data, pause processes for user validation, and link emails to specific records, enhancing traceability and auditability. The configuration flexibility supports diverse use cases such as notifying applicants, escalating incidents, or confirming task assignments.  
Create an email from previously gathered or generated
data. Use this
activity to send an email. This activity requires the playbook author to define who the email
should be sent to, the subject, and the body. This activity surfaces the pre-defined content
for the email to the end user so that the end user can confirm before sending the email.

## Roles and availability {#send-email-activity__section_pwq_rb5_kcb}

This activity is available as a common activity. Users with the admin, playbook.admin, or pd_author can add this activity to a playbook.

## Inputs {#send-email-activity__section_yb4_zq3_plb}

Open the activity properties panel and configure your activity to add values for the following inputs. If the input value varies, use the pill-picker to show where to get the value. To learn more about the pill-picker, see [Dot-walking examples](https://www.servicenow.com/docs/access?context=dot-walking-examples&version=australia&pubname=australia-platform-user-interface&ft:locale=en-US). {#send-email-activity__table_ajt_sr3_plb__entry__3}{#send-email-activity__wait-process}

| Input | Type | Description |
|-|-|-|
| Label | String | Title to display as activity and playbook card. |
| Description | String | Information to display about activity usage or outcome. |
| Run condition | Condition Builder | Conditions that must be met to run an activity or stage. You can use data from prior activities to build conditions. Note: Select Show additional options to see this field. |
| Start Rule | Choice | Under ScheduleStart Rule, select a start rule for when your stage should start running: * When process starts: Your stage starts running as soon as the playbook starts. * After specific stages: Your stage starts running after specified stage(s) have finished running. {#send-email-activity__ul_f4z_nq1_ppb}Under Schedule \> Start Rule, select a start rule for when your activity should start running: <!-- --> * When stage starts: Your activity starts running as soon as its stage starts running. Your stage starts running when your playbook is triggered. * After specific activities: Your activity starts running after specified activities have finished running. {#send-email-activity__ul_zzc_3ls_m1c} |
| Start with delay | True/False | Option to wait for a duration of time before running an activity or stage. When enabled, this input displays the [Start with delay input properties](https://servicenow-prod.fluidtopics.net/EdInaaLAHZCnrBcJbs96Lw "Specify a duration of time to wait before running an activity or a stage whose start rule and conditions have been met. Give users time to act during automated playbooks. Give users time to wait for a specific date and time to complete actions."). Note: Select Show additional options to see this field. |
| To | List of Users | Recipient list for the email. There are 2 ways to configure this field: * Enter email addresses as strings if you want the emails to go to the same addresses every time. * When the email address value varies, use the pill picker to indicate where to find the recipient email address. For example, you would use the pill picker if you wanted to automatically notify credit card applicants of a rejection, because each applicant has a different email. You would select the customer record from the trigger (when the application was submitted), because that is where the applicant's email address is found. <br /> {#send-email-activity__ul_zzl_x1h_lwb} |
| Cc | List of Users | Cc recipient list for the email. |
| Subject | String | Subject of the email. |
| Body | HTML | Body of the email. Tip: You can use both text and multiple pills in your message, and any other rich text or HTML field. |
| Wait for user input | Choice | Option to pause the playbook until the end user manually completes or skips the activity. Only users with the playbook.admin role can edit this field. By default, the activity waits for user action or data before it completes. |
| Tagline | String | Activity tagline to display to end users. |
| Record fields | Reference | Any additional record fields you want in the email. Note: This field cannot be edited during a playbook run. |
| Footer | String | Footer content for your email. You can enter a footer as a string, or use the pill picker to reference data (e.g. a timestamp) that you want to display at the bottom of the email. Note: This field cannot be edited during a playbook run. |
| Form View | String | Form view to use for sending an email. If you don't provide a form view, the system uses the default view. Use the new tab button ![a button that opens a new tab]()to open and edit a form view with Form Builder in a new Workflow Studio tab. Note: Many form views are not supported in Workspace. |
| Form fields | Reference | Any additional fields you want in the playbook activity card. Note: This field cannot be edited during a playbook run. |
[ ]

{#send-email-activity__table_ajt_sr3_plb}

## Advanced inputs {#send-email-activity__section_bgh_1r3_plb}

After configuring the required inputs for your activity, you can also choose to configure additional inputs. In the side panel, select Show additional options to display these advanced inputs. For more information, see [Activity experience](https://servicenow-prod.fluidtopics.net/aEvbv54ObgcCjjhXabvx8w#activity-definitions__activity-experience). {#send-email-activity__table_cjj_sr3_plb__entry__3}

| Input | Type | Description |
|-|-|-|
| Assigned To | Reference.User \[sys_user\] | User responsible for completing the task associated with the activity. Note: Select Show additional options to see this field. |
| Assignment Group | Reference.Group \[sys_user_group\] | Group responsible for completing the task associated with the activity. Note: Select Show additional options to see this field. |
| To Email Address | String | Comma-separated list of email addresses. |
| Cc Email Address | String | Comma-separated list of copied email addresses. |
| Bcc | List of Users | Bcc blind copy recipient list for the email. |
| Bcc Email Address | String | Comma-separated list of blind copied email addresses. |
| Target Record | Reference.Task \[task\] | Reference to the record that the system attaches the email to. |
| Table | Table Name | Table containing activity or playbook data. |
[ ]

{#send-email-activity__table_cjj_sr3_plb}

## Outputs {#send-email-activity__section_unx_fr3_plb}

These outputs can provide data to other activities in your playbook. You can access this data as activity inputs when you configure your activity: {#send-email-activity__table_mv2_rr3_plb__entry__3}

| Output | Type | Description |
|-|-|-|
| Automated | True/False | Whether the flow automatically completes or requires user input. If set to True, the activity card in Playbook Experience displays a Automated Task tagline. |
| Record | Reference.Task\[task\] | Reference to record created. |
| Email | Reference.Notification\[sysevent_email_action\] | Reference to the newly created email notification record |
[ ]

{#send-email-activity__table_mv2_rr3_plb}

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