--- sourceDocument: Yokohama Build workflows sourceDocumentLink: https://servicenow-prod.fluidtopics.net/r/yokohama/build-workflows Release : - yokohama ft:locale : - en-US ft:publication_title : - Yokohama Build workflows ft:clusterId : - crworkflow bundleId : - crworkflow workflow : - Creator --- # Send Email activity # Send Email activity {#ariaid-title1} Release version: Yokohama Updated January 30, 2025 ![](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 Yokohama enables playbook authors to create and send emails based on previously gathered or generated data. It requires defining the email recipients, subject, and body, and provides an interface for end users to review and confirm the email before sending. This activity is a common activity available to users with admin, playbook.admin, or pdauthor roles, allowing them to integrate email communication within playbooks effectively. Show full answer Show less ## Configuration and Inputs To configure the Send Email activity, you must specify key inputs through the activity properties panel: * **Label and Description:** Set the activity title and usage information. * **Run Condition:** Define conditions under which the activity runs using data from prior activities. * **Start Rule:** Choose when the activity or stage starts, either immediately or after specified triggers, with an optional delay. * **Recipients:** Define To, Cc, and Bcc recipient lists either as fixed email addresses or dynamically via the pill picker to reference data fields---enabling automated, personalized emails. * **Subject and Body:** Specify the email subject and HTML body content. * **Wait for User Input:** Optionally pause the playbook until manual completion or skip by the end user (editable only by playbook.admin). * **Additional Content:** Include tagline, footer, record fields, and form view to customize the email and activity card appearance. Advanced inputs allow further refinement, such as assigning tasks to specific users or groups, specifying email addresses as strings, and linking the email to target records for traceability. ## Outputs and Use in Playbooks The activity produces outputs usable by subsequent activities in the playbook, including: * **Automated:** Indicates if the email sending was automatic or required user input. * **Record:** Reference to the created task record associated with the email. * **Email:** Reference to the newly created email notification record. These outputs enable chaining and integration of email communication within complex playbook workflows, enhancing automation and user interaction. 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=yokohama&pubname=yokohama-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: 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/ZO5_TxRewwK7XqnX5otC7A "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: 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.
{#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. | | 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/r014Lhz_11xoMRZZRHOzcA#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: 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: 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} *[\>]: and then