Email

Automate sending, receiving and managing emails through imap/smtp

Retrieve email messages
Process email messages
Send email

Getting started with email actions

Before deploying any email action, you have to configure the server that will handle the respective request. The Retrieve email messages and Process email messages actions require an IMAP server, while the Send email action requires an SMTP server.

To retrieve emails that meet specific criteria from your mailbox, use the Retrieve email messages action. In the example below, the filter has been configured to retrieve only unread messages from the inbox. The filter further specifies that the email should be from b.friday, the subject contains the word "Report" and the body contains "Tuesday". Attachments from any retrieved emails which match these criteria will be saved locally.

Screenshot of the Retrieve email messages action.

Manage your email messages with the Process email messages action. Using the variable created by the Retrieve e-mail messages action, select whether you would like to move, delete, or mark email messages as read/unread.

The Send email action in the figure below has been configured to send an e-mail from N. Varga to B. Friday, with invoicing in the BCC field. The subject and body contain the %ReportID% variable, and the attachment is a file which has been processed by the flow.

Screenshot of the Send email action.

Email actions

Retrieve email messages

Retrieves email messages from an IMAP server

Input Parameters
Argument Optional Accepts Default Value Description
IMAP server No Text value The IMAP server address (e.g. imap.gmail.com)
Port Yes Numeric value 993 The port to use for the IMAP server. Usually this is port 993
Enable SSL N/A Boolean value True Specify whether to use a secure connection to communicate with the IMAP Server
User name No Text value The username of the email account to access
Password No Encrypted value The password of the email account to access
Accept untrusted certificates N/A Boolean value False Specify whether untrusted certificates will be accepted
Mail folder No Text value The name of the IMAP mail-folder (also known as 'mailBox') to retrieve messages from
Retrieve N/A All email messages, Unread email messages only, Read email messages only All email messages Specify whether to retrieve all messages in the folder or only the unread ones
Mark As read N/A Boolean value True Specify whether to mark as read the retrieved messages or leave them as is
"From" field contains Yes Text value The full email address of the sender whose messages will be retrieved. Leave this attribute blank to retrieve all messages regardless of the sender
"To" field contains Yes Text value The full email address(es) of the recipient(s) (separated by space if more than one) for the messages that will be retrieved. Leave this attribute blank to retrieve all messages regardless of the recipient(s)
"Subject" contains Yes Text value The key phrase to find within the email subject. Leave this attribute blank to retrieve all emails regardless of their subject
'Body' contains Yes Text value The key phrase to find within the email body. Leave this attribute blank to retrieve all emails regardless of their content
Save attachments N/A Save attachments, Do not save attachments Do not save attachments Specify whether to save the attachments of the emails retrieved or not
Save attachments into No Folder The folder to save the attachments
Variables Produced
Argument Type Description
RetrievedEmails List of Mail Messages The retrieved emails for later processing as a list of mail message objects
Exceptions
Exception Description
Failed to connect to IMAP server Indicates that there was a problem connecting to the IMAP server
Failed to authenticate to the IMAP server Indicates a problem authenticating to the specified IMAP server
Specified mail-folder doesn't exist Indicates that the specified mail folder wasn't found
Failed to save attachments Indicates a problem saving the attachments
Failed to retrieve emails Indicates a problem retrieving the emails

Process email messages

Moves, deletes or marks as unread an email (or a list of emails) retrieved by a Retrieve emails action

Input Parameters
Argument Optional Accepts Default Value Description
IMAP server No Text value The IMAP server address (e.g. imap.gmail.com)
Port Yes Numeric value 993 The port to use for the IMAP server. Usually this is port 993
Enable SSL N/A Boolean value True Specify whether to use a secure connection to communicate with the IMAP server
Username No Text value The username of the email account to access
Password No Encrypted value The password of the email account to access
Accept Untrusted Certificates N/A Boolean value False Specify whether untrusted certificates will be accepted
Email(s) to process No List of Mail Messages The email or list of emails to process. This should be a variable populated by a Retrieve emails action
Operation N/A Delete emails from server, Mark emails as unread, Move emails to mail folder, Mark emails as unread and move to mail folder Move emails to mail folder The operation you want to perform on the specified email messages
Mail folder No Text value The name of the mail folder to which the emails will be moved
Variables Produced
  • This action doesn't produce any variables
Exceptions
Exception Description
Failed to connect to IMAP server Indicates that there was a problem connecting to the IMAP server
Specified mail-folder doesn't exist Indicates that the specified mail folder wasn't found
Failed to process emails Indicates a problem with processing the specified emails

Send email

Creates and sends a new email message

Input Parameters
Argument Optional Accepts Default Value Description
SMTP server No Text value The SMTP server address
Server port Yes Numeric value 25 The port to use for the server. Usually this is port 25
Enable SSL N/A Boolean value False Specify whether or not to communicate with the server through a secure connection
SMTP Server needs authentication N/A Boolean value False Specify whether the server requires authentication
User name No Text value The username of the email account to access
Password No Encrypted value The password of the email account to access
Accept untrusted certificates N/A Boolean value False Specify whether untrusted certificates will be accepted
From No Text value The sender's email address
Sender display name Yes Text value The sender's display name
To No Text value The email(s) of the recipient(s). If more than one email is entered, the list of addresses should be separated by semi-colons
CC Yes Text value The email(s) of the Cc recipient(s). If more than one email is entered, the list of addresses should be separated by semi-colons
BCC Yes Text value The email(s) of the BCC (hidden) recipient(s). If more than one email is entered, the list of addresses should be separated by semi-colons
Subject Yes Text value The subject of the email
Body Yes Text value The body of the email
Body Is HTML N/A Boolean value False Specify whether the body of the email will be interpreted as HTML coding
Attachment(s) Yes List of Files The full path of any attachment(s), or a file or a list of files. Multiple files should be enclosed in double quotes (") and separated by a space character
Variables Produced
  • This action doesn't produce any variables
Exceptions
Exception Description
Invalid email address Indicates that the specified email address is invalid
Failed to send email Indicates a problem sending the email
Attachment not found Indicates that the specified attachment(s) were not found

Further details

Common IMAP ports:

  • 143 (non-encrypted and TLS)
  • 993 (secure IMAP)

Common IMAP servers:

  • imap-mail.outlook.com (Outlook.com)
  • outlook.office365.com (Office365.com)
  • imap.mail.yahoo.com (Yahoo mail)
  • imap.gmail.com (Google mail)

Common SMTP ports:

  • 25 (non-encrypted)
  • 587 (non-encrypted and TLS)
  • 465 (SSL)

Common SMTP servers:

  • smtp-mail.outlook.com (Outlook.com)
  • smtp.office365.com (Office365.com)
  • smtp.mail.yahoo.com (Yahoo mail)
  • smtp.gmail.com (Google mail)

Retrieve emails action example.