Messages steps

Messages steps tell people and other logic that something happened. Use Resolve Recipients to work out who should hear about it, Create Email to write and send the email, and Publish Event to let event handlers react without being called directly.

Create Email

Creates an email activity, optionally from an email template and with attachments, and optionally sends it straight away.

Setting	What it does	Required
From	The user or queue the email comes from. When empty, Dataverse applies its default sender, normally the user the flow runs as; set it when the sender matters.	No
To, CC, BCC	Recipients, added with Add Recipient. Each can be a row (contact, account, lead, user, queue and so on), an email address as text (several separated by ; or ,), or a list of these, such as the output of Resolve Recipients.	At least one recipient across the three
Regarding	A lookup to the row the email is about.	No
Email Template	A Dataverse email template. It is filled in for the Regarding row, or for the running user when there is no Regarding.	No
Subject	The subject. Replaces the template’s subject.	A subject or a template
Body	The body. Replaces the template’s body.	No
Attachments	Added with Add Attachment. A note is attached as it is; a row attaches all of its notes that have files.	No
Only Files Named (e.g. *.pdf; contract-*.docx)	Shown once there are attachments. Keeps only files whose names match. Patterns ignore case; * and ? are wildcards.	No
Send the email now	When ticked, sends the email after creating it. Off by default.	No

Outputs: <Step>.Output.emailId, a lookup to the email.

Behavior:

• Attachments are added before sending, so a sent email always carries them.
• If an attachment fails after the email was created, the error names the email.
• Without Send the email now, the email stays a draft that a user, or a later Send Email step, can send.

Example: send the “Order Confirmation” template to the Order’s customer, regarding the Order, with the Order’s PDF notes attached (filter *.pdf) and Send the email now ticked.

Resolve Recipients

Turns a team, security role, business unit or queue into its list of users.

Setting	What it does	Required
Users From	Team, Security Role, Business Unit or Queue.	Yes
Team, security role, business unit or queue	The one to resolve.	Yes
Include child business units	Also includes users of child business units. Only for Business Unit.	No

Outputs: <Step>.Output.users, a list of user lookups. Use it directly in Create Email’s To, CC or BCC, in Share / Unshare Record, or in Add / Remove Team Member.

Behavior:

• Only enabled users are returned, each once.
• Security Role covers the role in every business unit, but only users who hold the role directly. Users who have the role only through a team are not included.

Example: email every member of the Credit Control team when an order over the credit limit is placed.

Send Email

Sends an email that already exists.

Setting	What it does	Required
Email Id	A lookup to the email to send.	Yes

Outputs: none.

Behavior: to create and send in one go, use Create Email with Send the email now instead. Use Send Email for an email that was prepared earlier, by a user or by a Create Email step without sending.

Example: send the draft email that an agent prepared and linked to the Case, once the case is approved.

Publish Event

Publishes an event so that its event handlers run.

Setting	What it does	Required
Event Definition	The event to publish, listed as “Name (Project)”.	Yes
Properties	A value for each of the event’s properties.	Required properties must be set

Outputs: none.

Behavior: publishing creates an Event record holding the values. Each event handler for that event definition runs its logic flow: synchronous handlers as part of the publishing operation, asynchronous handlers in the background. Do not rely on the order in which handlers run. See Events.

Example: publish OrderPlaced with OrderId, CustomerId and Total, so that separate flows can reserve stock, notify the account manager and update loyalty points.

Related

• Events
• Records steps
• Text functions