Email Flow Items

Email Flow Items send automated notifications when Flow Definitions execute. These Flow Items use fulfillment workflows (FWSendEmail or FWSendEmailToDistributionList) to deliver templated emails to target persons, managers, or management role members. Email templates support dynamic content through object property wildcards, enabling personalized notifications based on the triggering event and target resource.

This article demonstrates configuring Email Flow Items for common notification scenarios, such as notifying managers when employees terminate or sending welcome emails to new hires.

Prerequisites

This article assumes you know how to create Flow Items and add them to Flow Definitions. If you need to review these procedures, see Create Flow Items.

Create an Email Template

Before configuring an Email Flow Item, create the email template that defines the notification content.

1. Expand Admin > Miscellaneous and click Localized Emails.

2. Click the Add button above the grid.

3. On the Email Template Details page, configure the template:

   Field	Description
   Name	Internal name for the template (e.g., "Employee_Offboarding_Manager_Notification")
   Display Name	Name displayed in the EmpowerID UI
   Description	Description of when and how this template should be used
   Email Subject	Subject line for the email. Can include object property wildcards such as {TargetPerson.FirstName}.
   Email Body	Body content for the email. Use object property wildcards to insert dynamic values. See Configuration Reference for available object parameters.

   

4. Click Save.

Configure an Email Flow Item

With the email template created, configure a Flow Item that uses the template to send notifications.

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

2. Select the Flow Items (Activities) tab and click the Add button.

3. Configure the Flow Item with email-specific settings:

   Field	Value/Description
   Item Type Action	Select an email-sending action such as "EmailPerson" (sends to target person) or "EmailPersonsManager" (sends to target person's manager)
   Scope Type (How to Get Items)	Select "Person Resource" for person-based emails or the appropriate resource type for your scenario
   Name	Descriptive name for the Flow Item (e.g., "Notify Manager of Termination")
   Display Name	Name displayed in the EmpowerID UI
   Description	Description of what this notification does and when it executes
   Fulfillment WF JSON	JSON configuration specifying which email template to use and how to deliver it. At minimum, specify EmailTemplateName. See Configuration Reference for additional parameters and examples.

   Example Fulfillment WF JSON for sending to a manager:

   {
       "EmailTemplateName": "Employee_Offboarding_Manager_Notification"
   }

   Example Fulfillment WF JSON for sending to a management role instead of the target person:

   {
       "EmailTemplateName": "Termination_Admin_Alert",
       "DoNotSendEmailToTargetPerson": "true",
       "ManagementRoleIDToNotify": "064f430e-49e5-4568-94ad-7aecd702bd79"
   }

   

4. Click Save.

The Email Flow Item is now ready to add to Flow Definitions. When the Flow Definition executes, the Email Flow Item sends notifications according to the configured template and parameters.

Configuration Reference

Object Parameters for Email Templates

Use these object parameters as wildcards in email templates to insert dynamic values. The fulfillment workflow populates these properties based on the Business Request's target resource.

Parameter	Description	Example Usage
TargetPerson	Target Person object when the event targets a person	{TargetPerson.FirstName}, {TargetPerson.Email}
TargetAccount	Target Account object when the event targets an account	{TargetAccount.AccountName}, {TargetAccount.EmployeeType}
TargetPersonManager	Manager of the target person	{TargetPersonManager.FirstName}, {TargetPersonManager.Email}
TargetAccountManager	Manager of the target account	{TargetAccountManager.FirstName}
TargetBusinessRequest	Business Request object associated with the Flow	{TargetBusinessRequest.FriendlyName}
TargetBusinessRequestItem	Business Request Item object within the Business Request	{TargetBusinessRequestItem.FriendlyName}

Email Template Example:

Dear {TargetPersonManager.FirstName},

This notification is to inform you that {TargetPerson.FriendlyName} ({TargetPerson.Email}) 
has been processed for offboarding as of {TargetBusinessRequest.SubmittedDate}.

The following actions have been completed:
- Person account disabled
- System accounts disabled
- Group memberships removed

If you have questions, please contact the IT Service Desk.

Fulfillment Workflows

FWSendEmail
Sends emails to a target person or management role members. The Business Request's target object populates the email template. The Business Request Item's target resource determines the recipient. To send email to a person's manager, set the Item Scope Type to "Person's manager."

FWSendEmailToDistributionList
Sends emails to distribution lists or management role members. The Business Request Item's target resource is the object displayed in the email template (e.g., TargetPerson).

Fulfillment Workflow Parameters

Configure these parameters in the Fulfillment WF JSON field to control email delivery.

Parameter	Description	Required?	Supporting Workflows
EmailTemplateName	Name of the email template to use. The template must exist in EmpowerID.	Yes	FWSendEmail, FWSendEmailToDistributionList
EmailAddressToNotify	Specific email address to notify. Can be combined with ManagementRoleIDToNotify to send to multiple recipients.	No	FWSendEmailToDistributionList
DoNotSendEmailToTargetPerson	When set to "true", prevents sending email to the target person (Business Request's target resource). Use when notifying administrators or managers instead of the affected person.	No	FWSendEmail
ManagementRoleIDToNotify	GUID of a management role. Sends email to all members of the role.	No	FWSendEmail, FWSendEmailToDistributionList

JSON Configuration Examples

Basic notification to target person:

{
    "EmailTemplateName": "Welcome_New_Employee"
}

Notification to management role members (not target person):

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

Notification to multiple recipients:

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

Related Articles

• Create Flow Items
• Create Flow Definitions
• Overview of No Code Flows