Email actions

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

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)

To retrieve emails that meet specific criteria, use the Retrieve email messages action. The following example retrieves only unread messages from the inbox.

The filter further specifies that the email should be from b.friday, the subject should contain Report, and the body should contain Tuesday. The action will save locally all attachments that match the specified criteria.

Manage your emails with the Process email messages action that requires the variable created by the Retrieve email messages action. You can select whether to move, delete, or mark email messages as read/unread.

The following Send email action below sends an email from N. Varga to B. Friday, with invoicing in the BCC field. The subject and body contain the %ReportID% variable, while the attachment is a file that the flow has processed before.

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 port is 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	Direct encrypted input or Text 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 port is 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	Direct encrypted input or Text 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 parameter should contain 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 port is 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	Direct encrypted input or Text 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) weren't found