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Available starting with FlowX.AI 5.5.0The Send Notification action sends emails directly through a configured SMTP connection, without routing through Kafka.

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Overview

The Send Notification action enables process nodes to send emails directly through a predefined email connection. It supports two modes:
  • New email mode - Send a new email to specified recipients
  • Reply mode - Reply to an email that triggered the process (using data from an Email Trigger or Microsoft Outlook data source)
This differs from the existing Kafka send notification approach: instead of publishing a message to Kafka for the Notifications Plugin to process, the Send Notification action sends the email directly through an email connection configured as an Email Sender (SMTP) or Microsoft Outlook (MS Graph) data source.
Notification templates configured before this feature for Kafka-based sending continue to work without modification.
Recommended for new processes. The Send Notification action provides typed, validated configuration fields and is the simpler choice for outbound emails. The Kafka-based sending guide remains fully supported for existing processes and advanced cases where you need to craft the notification payload yourself.

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Prerequisites

Before using the Send Notification action, ensure you have:
  1. An Email Sender (SMTP) or Microsoft Outlook (MS Graph) data source configured in Integration Designer (or a Default Server configured at the environment level)
  2. A notification template with Email Server set to Predefined Email Connection

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Adding the action

The Send Notification action is available on the following node types: To add the action:
  1. Select a node in your process definition
  2. Open the Actions tab
  3. Click Add action
  4. Set Action type to Send Notification
Send Notification

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Configuration

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Notification template

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Notification Template
select
required
Select the notification template to use for the email content.
Only notification templates with Email Server set to Predefined Email Connection appear in this list.

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Data mapping

The Data Mapping section contains the email delivery settings, starting with the reply toggle.
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Reply to received emails
boolean
Toggle this setting to reply to the email that started the process.Default: OFF
When enabled, the reply is sent only to the original sender unless you configure CC or BCC Receivers. The subject is automatically set to RE: <original email subject>.

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Reply mode (reply toggle ON)

When Reply to received emails is enabled, the action replies to the email that triggered the current process instance. The email is sent to the original sender, and the subject is automatically prefixed with RE:.
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Reply to Email Header
object
required
The process variable key that contains the headerParams object from the original email received through an Email Trigger.Example: ${replyField}
The headerParams object includes the Message-ID and other headers from the original email, which are required to maintain the email conversation thread.
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Language
string
required
The process variable key that resolves to a language code for the notification template.Examples: en, ro, fr
Use a process variable key that resolves to a language code — for example, "en" or "ro".
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Attachments
json
Optional file attachments. Enter a JSON object (single attachment) or array of JSON objects (multiple), or a process variable that resolves to the same shape.Each attachment requires:
  • path — file storage key (for example, flowx-document-plugin-.../file.pdf), not a local OS path
  • filename — name shown to the recipient
Example:
[{"path": "flowx-document-plugin-.../report.pdf", "filename": "Report.pdf"}]
Attachments field example
On SMTP, omitting filename results in an unnamed attachment. Always set it.
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Receivers
string | array
required
The recipients for the reply. If left empty, the reply is automatically sent to the original sender (emailMessage.sender). Use a process variable or explicit list to override.Example: ${emailMessage.sender}
For multiple addresses, enter a JSON array literal (["a@example.com","b@example.com"]) or a process variable key that resolves to a list.
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CC Receivers
string | array
CC recipients for the reply email. Enter a JSON array literal (["a@example.com","b@example.com"]) or a process variable key that resolves to a list.
Original CC recipients are not preserved automatically. If this field is empty, the reply is sent without any CC. To reply-all, pass ${emailMessage.cc} explicitly (or build your own list).
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BCC Receivers
string | array
BCC recipients for the reply email. Enter a JSON array literal (["a@example.com","b@example.com"]) or a process variable key that resolves to a list.
BCC recipients from the original email are not visible on incoming messages and cannot be inherited. Set this field explicitly if you need BCCs on the reply.
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Template Data
object
Map data sent from the process through the template. Use the JSON editor to define key-value pairs matching the data model in your notification template.

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New email mode (reply toggle OFF)

When Reply to received emails is turned off, the action sends a new email to the specified recipients.
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Language
string
required
The process variable key that resolves to a language code for the notification template.Examples: en, ro, fr
Use a process variable key that resolves to a language code — for example, "en" or "ro".
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Attachments
json
Optional file attachments. Enter a JSON object (single attachment) or array of JSON objects (multiple), or a process variable that resolves to the same shape.Each attachment requires:
  • path — file storage key (for example, flowx-document-plugin-.../file.pdf), not a local OS path
  • filename — name shown to the recipient
Example:
[{"path": "flowx-document-plugin-.../report.pdf", "filename": "Report.pdf"}]
Attachments field example
On SMTP, omitting filename results in an unnamed attachment. Always set it.
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Receivers
string | array
required
The recipients for the email. Enter a JSON array literal (["a@example.com","b@example.com"]) or a process variable key that resolves to a list.
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CC Receivers
string | array
CC recipients for the email. Enter a JSON array literal (["a@example.com","b@example.com"]) or a process variable key that resolves to a list.
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BCC Receivers
string | array
BCC recipients for the email. Enter a JSON array literal (["a@example.com","b@example.com"]) or a process variable key that resolves to a list.
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Template Data
object
Map data sent from the process through the template. Use the JSON editor to define key-value pairs matching the data model in your notification template.
Send Notification

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Example: Reply to a customer email

This example shows a complete flow where an incoming email triggers a process, and the process replies to the sender.
1

Set up the Email Trigger

Configure an Email Trigger data source to monitor incoming emails (for example, support@company.com).
2

Set up the Email Sender

Configure an Email Sender data source with SMTP credentials for outbound emails.
3

Create a notification template

Create a notification template for the reply email:
  1. Set Email Server to Predefined Email Connection
  2. Set Email Sender to your Email Sender data source
  3. Design the reply content using the template editor
4

Design the process

Create a process with:
  • A Message Start Event configured with the Email Trigger
  • Processing nodes for your business logic (for example, classify the email, look up customer data)
  • A node with the Send Notification action configured in reply mode
5

Configure the Send Notification action

On the appropriate node:
  1. Set Action type to Send Notification
  2. Select your notification template
  3. Toggle Reply to received emails to ON
  4. Set Reply to Email Header to the process variable containing the original email’s header params (for example, ${replyField})
  5. Set Receivers to ${emailMessage.sender}
  6. Set Language to the appropriate language code (for example, en)
When an email arrives, the process starts automatically, runs your business logic, and sends a reply to the original sender — maintaining the email conversation thread.

Email Sender

Configure SMTP connections for sending emails

Email Trigger

Configure IMAP connections to trigger processes from incoming emails

Notification Templates

Create and manage email notification templates

Node Actions

Learn about all available action types
Last modified on April 27, 2026