The Create outbound email toolbox item is a simple method to create an outbound email task against a work item.

Common Uses

There will often be a requirement to send an external email as part of a workflow - this Sharedo toolbox item makes this easier by creating the outbound email task with all the relevant details pre-selected automatically.

Pre-requisites

Document Template - this email will require a document to have been configured in order to populate the body of the email. The document context must match that of the work item.

Workitem Id - to use the Create outbound email toolbox item you will need to have captured the workitem Id of the work item for which you want to create the outbound email task.
Variables - any of the fields on the configuration that show this icon will allow you to insert a variable into the text. Before you set these fields you need to set up your variable on the data tab and retrieve and insert the information you want to use into the variable.

Step - to use this item from the toolbox you will need to have a step on your canvas into which to drag it

Configuring Create outbound email

1. Click on the toolbox tab of your workflow canvas
2. Select the Create outbound email option and drag it to the step in which you wish to place it
3. Click on the Create outbound email item you have dragged onto the canvas to add the configuration
4. Enter the configuration for the toolbox item

Action Name	Give the action a descriptive name
Parent Work Item	The ID of the work item to wish to create this outbound email task. Note: This should also match the context of the document template
Task Type	This will be pre-populated with the correct type (Task > Activity > Email > Outbound Email).
Subject	The subject line for this email. This can also be accompanied by variables by using the  icon.
Tag	Specify the tag that will be attached to the task. A common use of this is to group together common tasks in a worklist
Due date	You have 2 options for setting the due date: Due on date - Select the desired variable from the drop-down list. This may have been output from a Date calculations toolbox item. Or due after how many days - Manually enter the due after days value.
From participant role	Select who the email is coming from.
To participant role	Select the recipient role. This is mandatory.
CC participant role	Select which roles should be copied into this email.
Regarding	Indicate the person or organisation about whom the document is being sent.  Note: this is not a mandatory field and is only usually used in special circumstances
Document template	Select the document template from the drop-down list. Note: The document context must match that of the work item.
Add action plan	Add an action plan to the task if required. Adding an action plan to a task in workflow
Common Outlets	These are the common outlets used with this toolbox item but others are available (see Phase Outlets below).
Phase Outlets	Switching on a phase outlet means that when the task reaches that specific phase you are able to link to another step in the workflow.
Output	This section allows you to store the new task ID in a variable should you need to use this at a later time.