Email Flow Items

Email Flow Items send automated notifications when a Flow Definition executes — for example, alerting a manager when an employee is offboarded, or notifying an IT distribution list when a new account is provisioned. Configuring email notifications requires two tasks: creating the email template that defines the message content, and creating the Flow Item that sends it. This article covers both.

Prerequisites

Before configuring email Flow Items, ensure the Flow Definition that will use the notification exists. If you need to create one first, see Create Flow Definitions.

Create an Email Template

Email templates define the subject line and body of the notification. Templates support dynamic content through object property wildcards — placeholders that EmpowerID replaces with values from the triggering event at send time, such as the affected person's name or the date the Business Request was submitted.

1. Navigate to Admin > Miscellaneous > Localized Emails.

2. From the Emails tab, click the Add button.

   This opens a new Email Template Details page.

3. On the Email Template Details page, complete the template fields:

   Field	Description
   Name	Internal identifier for the template. This name is referenced in the Flow Item's Fulfillment WF JSON field. Use a descriptive, consistent naming convention (e.g., Offboarding_Manager_Notification).
   Display Name	Name displayed in the EmpowerID UI.
   Description	Description of the template's purpose and the scenario in which it is used.
   IsHTML	When checked, the email body is rendered as HTML. Checked by default. Uncheck only if the receiving mail system does not support HTML.
   Email Subject	Subject line for the email. Accepts object property wildcards (e.g., Offboarding notification for {TargetPerson.FriendlyName}).
   Use simple text editor	When checked, replaces the rich text editor with a plain text editor for the email body. Use when composing plain-text emails or pasting pre-formatted HTML directly.
   Email Body	Body content of the email. Accepts object property wildcards to insert dynamic values from the triggering event.

   Wildcards use dot notation wrapped in curly braces: {Object.Property}. No Code Flows email templates support the following objects:

   Object	Description	Example
   TargetPerson	The person who is the target of the flow event.	{TargetPerson.FirstName}, {TargetPerson.FriendlyName}, {TargetPerson.Email}
   TargetAccount	The account that is the target of the flow event, when the event targets an account rather than a person.	{TargetAccount.FriendlyName}, {TargetAccount.EmployeeType}, {TargetAccount.Email}, {TargetAccount.Department}, {TargetAccount.OfficeLocation}, {TargetAccount.Country}
   TargetPersonManager	The manager of the target person.	{TargetPersonManager.FirstName}, {TargetPersonManager.Email}
   TargetAccountManager	The manager of the target account.	{TargetAccountManager.FirstName}
   TargetBusinessRequest	The Business Request associated with the flow execution.	{TargetBusinessRequest.FriendlyName}, {TargetBusinessRequest.SubmittedDate}
   TargetBusinessRequestItem	The individual Business Request Item within the Business Request.	{TargetBusinessRequestItem.FriendlyName}
   Initiator	The person who initiated the Business Request.	{Initiator.FriendlyName}

4. Click Save.

With the template saved, you can now create the Flow Item that references it.

Create an Email Flow Item

Email Flow Items reference the template you created and determine who receives the notification. The Item Type Action field controls the recipient:

Item Type Action	Sends notification to
EmailPerson	The person who is the target of the Flow (e.g., the employee being offboarded)
EmailManager	The manager of the person who is the target of the Flow
NotifyDistributionList	A distribution list or Management Role specified in the Fulfillment WF JSON
NotifyDistributionListOnRoleAssignment	A distribution list when a role assignment event occurs

1. Expand Low Code/No Code Workflow and click No Code Flows.

2. Select the Flow Items (Activities) tab and click the New Flow Item button (plus sign).

   This opens the new Flow Item form.

3. Configure the following fields:

   • Item Type Action — Select the action that matches the intended recipient from the table above.

   • Scope Type (How to Get Items) — Select the resource type this item acts upon. For person-targeted emails, select Person Resource. For manager notifications, select Person's Manager.

   • Name and Display Name — Enter a descriptive name for the Flow Item (e.g., Notify_Manager_Offboarding).

   • Fulfillment WF JSON — Enter a JSON object specifying which template to send and how to deliver it. EmailTemplateName is required; all other parameters are optional:

     Parameter	Required	Description
     EmailTemplateName	Yes	The Name value of the email template to use. Must match exactly as entered when the template was created.
     DoNotSendEmailToTargetPerson	No	When set to true, suppresses delivery to the target person. Use when the notification is intended for administrators or managers rather than the affected person.
     ManagementRoleIDToNotify	No	GUID of a Management Role. Sends the notification to all members of the role. To locate the GUID, open the Management Role, go to the Advanced tab, and copy the Management Role GUID value.
     EmailAddressToNotify	No	A specific email address to include as a recipient. Can be combined with ManagementRoleIDToNotify to send to multiple recipients simultaneously.

     Send to the target person's manager:

     {
         "EmailTemplateName": "Offboarding_Manager_Notification"
     }

     Send to a Management Role instead of the target person:

     {
         "EmailTemplateName": "Offboarding_IT_Alert",
         "DoNotSendEmailToTargetPerson": true,
         "ManagementRoleIDToNotify": "a1b2c3d4-e5f6-7890-abcd-ef1234567890"
     }

     Send to both a specific address and a Management Role:

     {
         "EmailTemplateName": "Joiner_Notification",
         "EmailAddressToNotify": "hr-team@company.com",
         "ManagementRoleIDToNotify": "a1b2c3d4-e5f6-7890-abcd-ef1234567890"
     }

   For descriptions of all other fields on this form, see Create Flow Items.

4. Click Save.

The Flow Item is now ready to add to a Flow Definition. When the definition executes, this item sends the notification according to its template and parameters. To add it to a definition and configure its timing and dependencies, see Create Flow Items.

Next Steps

With the email template and Flow Item created, add the Flow Item to the appropriate Flow Definition and configure its execution timing and dependencies. See Create Flow Items — Add Flow Items to a Flow Definition for instructions.

Related Articles

• Create Flow Items — Create Flow Items and add them to Flow Definitions
• Create Flow Definitions — Build the workflow blueprints that contain Flow Items
• No Code Flows Reference — Complete list of default Flow Items and Flow Events
• Overview of No Code Flows — Understand the complete No Code Flows architecture