Run a process model through a link (link, button) in the email

RE: Run a process model through a link (link, button) in the email

RyanB — Thu, 06 Apr 2023 14:26:48 GMT

Abhay,

[quote userid="21457" url="~/discussions/f/process/28194/run-a-process-model-through-a-link-link-button-in-the-email/110610#110610"]Include [incidentId = <value>] in either subject or email body[/quote]

That's the information I was looking for! I had all of my input mapped in the process model, but I couldn't get any of the information out of the body. Turns out I was setting up my values wrong, I was usnig colons instead of equal signs. Thank you so much, I couldn't find any information in the documentation about how to actually set up custom properties, just how to call them.

RE: Run a process model through a link (link, button) in the email

RyanB — Thu, 06 Apr 2023 14:17:04 GMT

Stefan,

I understand it's probably not a good idea. But at this point currently, I'm mostly just tasked with checking if it can be done. Even if it's not being implemented, I'm too far into it now myself, that I want to see it through to the end of even being possible. I appreciate the concern and warnings regarding best practices.

RE: Run a process model through a link (link, button) in the email

Abhay Dalsaniya — Wed, 05 Apr 2023 15:16:59 GMT

RyanB, milagrosadrianar

Go through the following URL - https://docs.appian.com/suite/help/23.1/Receive_Message_Event.html#message-properties

Basically you need to configure the receive message event in the Start node as following.

With Email message types, key-value pairs are treated as custom properties.

To obtain the value of a key specified in a message, the name of the key should be included in the definition of a mapping. For example, if the key-value pair [incidentId =222100] is sent in an email message, you can capture incidentId in a receive message event by creating a mapping with the following definition:

msg!properties.incidentId

Include [incidentId = <value>] in either subject or email body

RE: Run a process model through a link (link, button) in the email

Stefan Helzle — Wed, 05 Apr 2023 05:55:45 GMT

I assume these custom properties are email headers.

Do you act in a highly regulated environment? If yes, then an approval by email is probably not a good idea.

RE: Run a process model through a link (link, button) in the email

RyanB — Tue, 04 Apr 2023 20:07:20 GMT

Currently, it is all POC and being investigated/conisdered. But from my understanding with the clients, it is very similar to the original post. The client does not see a nessecity for certain users to always have to login to Appian in order to approve/deny/reject/etc certain tasks or updates, and wanted it explored for if there is a way to do so using email. I know the send/receive email sections of the Appian documentation mention using custom properties, but I don't see any information about how to correctly set them up or retreive them. It's mentioned at the bottom of this article here, at the very least.

docs.appian.com/.../Receive_Message_Event.html

RE: Run a process model through a link (link, button) in the email

Stefan Helzle — Tue, 04 Apr 2023 19:03:52 GMT

As an email has zero structure, there is no good or fool proof way of doing this.

What is your concrete use case? If it is about requesting data from a non-Appian user, did you consider Portals?

RE: Run a process model through a link (link, button) in the email

RyanB — Tue, 04 Apr 2023 19:00:52 GMT

Stefan,

Do you have tips for how to insert/extract custom property fields from emails? I'm running into a similar manner as the original poster, but I'm having a very difficult time trying to get the information out of the email. I see in the documentation about retreiving custom properties, but nothing about how to actually implant and/or use them in the email itself. Any help/tips?

I am also having a difficult time with splitting the body information. Using any of the body properties includes the company footer in what is stored in the variable being used to hold the body.

RE: Run a process model through a link (link, button) in the email

milagrosadrianar — Wed, 29 Mar 2023 10:25:30 GMT

Thank you very much Stefan and juergeng0002

I'm going to try with the email option that would start the process

RE: Run a process model through a link (link, button) in the email

juergeng0002 — Mon, 27 Mar 2023 17:25:10 GMT

Hi,
Stefan is absolutely correct - an email can not trigger a POST API call.

An alternative solution would be sending an email to the external users, with a link in it. If the link is clicked, it generates an answer email [utilizing mailto:] with the recipient set to the process model ID (you can obtain this with a!queryProcessAnalystics() docs.appian.com/.../fnc_system_a_queryprocessanalytics.html) and with the desired keyword, 'reject' or 'approve'.

In the process model you will have the normal start node and the received message event set to 'email'. The flow from the incoming email node will go to the gateway where it is determined what path further should be followed. You might consider a timeout or a reminder loop, if the external user is not responding to avoid having active processes sitting in the environment.

RE: Run a process model through a link (link, button) in the email

Stefan Helzle — Mon, 27 Mar 2023 11:12:54 GMT

A link in an email can not trigger a POST API call. And to call Appian, authentication is required.

One option might be to reply by email and a specific keyword. That email would start a process.

Another option is to create an Appian Portal which accepts a unique identifier sent by email. On this portal these external users could approve or reject.