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<p>Business process designer &gt; Graphical elements &gt; BRIX CRM activities / Task “Email”</p>
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<div class="topic__title"><h1 class="p_Heading1"><span class="f_Heading1">Task “Email”</span></h1>
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<p style="line-height: 1.20;"><span style="font-size: 13px; color: #000000;">&nbsp;</span></p>
<p style="line-height: 1.38;"><img alt="email-activity-1" width="104" height="83" style="margin:0;width:104px;height:83px;border:none" src="email-activity-1.png"/><span class="f_ImageCaption"> </span>The activity is used to assign an employee the task to send a message to a client as part of a business process. Each email is associated with an item of the CRM app, such as <a href="leads.html" class="topiclink">lead</a>, <a href="360012680899.html" class="topiclink">deal</a>, <a href="360012584980.html" class="topiclink">company</a>, etc. On the item page, you can go to the task at any time to view information about rescheduling and sending the email.</p>
<p style="line-height: 1.38;">The apps for which you can assign the <span style="font-weight: bold;">Email</span> type task within a business process are selected in the <a href="crm-task-settings.html" class="topiclink">CRM task type settings</a>.</p>
<p style="line-height: 1.38;">Place the activity on the process diagram and double-click on it to open its settings.</p>
<h2 class="p_Heading2"><span class="f_Heading2">General tab</span></h2>
<p class="p_Normal"><img alt="email-1" width="786" height="597" style="margin:0;width:786px;height:597px;border:none" src="email-1.png"/></p>
<ul style="list-style-type:disc">
<li style="text-align: justify; line-height: 1.38;"><span style="font-weight: bold;">Name</span><span style="font-weight: bold; color: #ff0000;">*</span><span style="font-family: 'Times New Roman',Times,Georgia,serif;">. </span>Specify the activity name displayed on the process diagram.</li></ul>
<p style="line-height: 1.20;"><span style="font-size: 13px; color: #000000;">&nbsp;</span></p>
<ul style="list-style-type:disc">
<li style="text-align: justify; line-height: 1.38;"><span style="font-weight: bold;">Task Name</span><span style="font-family: 'Times New Roman',Times,Georgia,serif;">. </span>Check the <span style="font-weight: bold;">Generate name from template </span>option to include context variables in the name shown in the executor’s task list and on the task page.<ul style="list-style-type:circle">
<li style="text-align: justify; line-height: 1.38;"><span style="font-weight: bold;">Template</span><span style="font-weight: bold; color: #ff0000;">*</span>. On the right side of the field, click <span style="font-weight: bold;">{+}</span> and select a variable. You can also add a date to the template using the <a href="360007679591.html#date_time" class="topiclink">DateTime() function</a>. To do that, click the <span style="font-weight: bold;">f(x)</span> icon.</li></ul></li></ul>
<p style="line-height: 1.20;"><span style="font-size: 13px; color: #000000;">&nbsp;</span></p>
<ul style="list-style-type:disc">
<li style="text-align: justify; line-height: 1.38;"><span style="font-weight: bold;">Notification</span>. When this option is selected, the executor will see a notification about the task in the #Activity stream when it is assigned.</li></ul>
<p style="line-height: 1.20;"><span style="font-size: 13px; color: #000000;">&nbsp;</span></p>
<ul style="list-style-type:disc">
<li style="text-align: justify; line-height: 1.38; page-break-after: avoid;"><span style="font-weight: bold;">Item</span><span style="font-weight: bold; color: #ff0000;">*</span>. Select a variable of the <a href="360009707032.html#app" class="topiclink">App</a> type from the process context referring to the app for which a <a href="crm-task-settings.html#app-list" class="topiclink">task of the Email type is available</a>. You can either select a variable that already exists from the drop-down list or create a new one.</li></ul>
<p style="text-align: justify; line-height: 1.38; page-break-after: avoid; margin: 0 0 0 34px;">This option is used to associate the task with a specific app item, for example, with a certain deal. Task information such as postponed or sent emails is recorded on the app item<span style="font-family: Inter;">’</span>s page, so you can easily track communications with each client. </p>
<p style="text-align: justify; line-height: 1.38; page-break-after: avoid; margin: 0 0 0 34px;">Please note that the value of the context variable must be defined in the business process before it reaches the <span style="font-weight: bold;">Task “Email”</span> activity. To assign a value to it, use the <a href="360020300571.html" class="topiclink">Assign Value</a> activity.</p>
<ul style="list-style-type:disc">
<li style="text-align: justify; line-height: 1.38;"><span style="font-weight: bold;">Executor</span><span style="font-weight: bold; color: #ff0000;">*</span>. Select the employee who will execute the task. You can use a context variable of the <a href="360009707032.html#users" class="topiclink">Users</a> type.</li></ul>
<p style="text-align: justify; line-height: 1.38;"><span style="font-size: 13px; color: #000000;">&nbsp;</span></p>
<ul style="list-style-type:disc">
<li style="text-align: justify; line-height: 1.38;"><span style="font-weight: bold;">Start date</span>. Specify the time when the executor will start the task:</li></ul>
<p style="line-height: 1.20;"><span style="font-size: 13px; color: #000000;">&nbsp;</span></p>
<ul style="list-style-type:disc"><ul style="list-style-type:circle">
<li style="text-align: justify; line-height: 1.38;"><span style="font-weight: bold;">Exact time</span>. Specify after how many minutes, hours, or days the executor must email the client. The time can be indicated taking into account the <a href="360004890291.html" class="topiclink">Business Calendar</a> settings<span style="font-family: 'Times New Roman',Times,Georgia,serif;">.</span></li></ul></li></ul>
<p style="line-height: 1.20;"><span style="font-size: 13px; color: #000000;">&nbsp;</span></p>
<ul style="list-style-type:disc"><ul style="list-style-type:circle">
<li style="text-align: justify; line-height: 1.38;"><span style="font-weight: bold;">Variable</span>. Specify a <a href="360009707032.html#date-time" class="topiclink">Date/Time</a> type variable from the context or create a new one. Adjust the time if necessary. For instance, add a day to the value to be stored in the variable.</li></ul></li></ul>
<p style="text-align: justify; line-height: 1.38; margin: 0 0 0 58px;">This option is useful when the exact task start time is unknown. For example, if you need to send an email half an hour after the calling the client.</p>
<ul style="list-style-type:disc">
<li style="text-align: justify; line-height: 1.38;"><span style="font-weight: bold;">Complete by</span>. Specify when the executor should complete the task. The field is filled in in the same way as the <span style="font-weight: bold;">Start date</span>. When the deadline expires, the task will be marked as overdue.</li></ul>
<p class="p_Normal" style="margin: 0 0 0 34px;">You can specify the period of task execution considering the <a href="360004890291.html" class="topiclink">business calendar</a>, and with the <span style="font-weight: bold;">Consider the duration of the work day as a constant</span> option, you can consider the standard number of working hours per day. Read more about it in the <a href="360012495611.html#examples-deadline" class="topiclink">Task</a> article.</p>
<h2 class="p_Heading2"><span class="f_Heading2">Field Values tab</span></h2>
<p style="line-height: 1.28; margin: 7px 0 11px 0;">When executing a task of the <span style="font-weight: bold;">Email</span> type, the user will see fields with information such as <span style="font-weight: bold;">Contacts</span>, <span style="font-weight: bold;">Description</span>, <span style="font-weight: bold;">Priority</span>, etc. These fields can be filled with data from the business process context. To do this, you need to enter the data into the process context before it reaches the <span style="font-weight: bold;">Task “Email”</span> activity, for example, using the <span style="color: #0000ff;"><a href="360020300571.html" class="topiclink">Assign Value</a></span> activity or within a <span style="color: #0000ff;"><a href="360012495611.html" class="topiclink">task</a></span>.</p>
<p style="line-height: 1.28; margin: 7px 0 11px 0;">To configure the data transfer, map properties on the <span style="font-weight: bold;">Field Values</span> tab: select task fields in the left column and process variables in the right column.</p>
<p style="line-height: 1.28; margin: 0 0 11px 0;"><img alt="email-2" width="492" height="284" style="margin:0;width:492px;height:284px;border:none" src="email-2.png"/></p>
<p style="text-align: justify; line-height: 1.20;">You can change the set of fields for the <span style="font-weight: bold;">Email</span> type task in the <span style="color: #0000ff;"><a href="configure-crm-task-page.html" class="topiclink">CRM task form settings</a></span>.</p>
<h2 class="p_Heading2"><span class="f_Heading2">Connectors tab</span></h2>
<p style="line-height: 1.20; margin: 7px 0 7px 0;">To complete the task, the user clicks on one of the buttons on its page. Unlike a standard task, the buttons for a CRM task are set in the <span style="color: #0000ff;"><a href="configure-crm-task-page.html#buttons" class="topiclink">task type settings</a></span>. By default, the <span style="font-weight: bold;">Done</span>, <span style="font-weight: bold;">Edit</span>, and <span style="font-weight: bold;">Send Email </span>buttons are available for the <span style="font-weight: bold;">Email</span> type. Depending on the button type, the task is simply completed or additional actions occur, such as assigning a new task, closing a deal or lead, etc.</p>
<p style="line-height: 1.20; margin: 7px 0 7px 0;">On the <span style="font-weight: bold;">Connectors</span> tab you can map these buttons to the outgoing connectors of the <span style="font-weight: bold;">Task “Email” </span>activity<span style="font-weight: bold;"> </span>so that if you click a button, the process continues along different paths. For example, if an employee selects the <span style="font-weight: bold;">Done</span> button, the task will be closed and the process will move on to the path for planning the next task. If the user clicks <span style="font-weight: bold;">Mark as Lost</span>, the deal will go to the <span style="font-weight: bold;">Lost</span> status and the process will go to the end event.</p>
<p style="text-align: justify; line-height: 1.20;"><img alt="email-3" width="620" height="245" style="margin:0;width:620px;height:245px;border:none" src="email-3.png"/></p>
<p style="line-height: 1.20; margin: 7px 0 7px 0;">Please note that you must select a default connector for the activity. It is activated if the executor clicks a button on the task page that is not mapped to any connector.</p>
<p style="line-height: 1.20; margin: 7px 0 7px 0;">After you have specified all the parameters, click <span style="font-weight: bold;">Save</span>. Then save and publish the process.</p>
<h2 class="p_Heading2"><span class="f_Heading2">How to work with the Email task</span></h2>
<p style="line-height: 1.20; margin: 7px 0 7px 0;">When the process reaches the <span style="font-weight: bold;">Task “Email”</span> activity, the system assigns the executor the task to send an email to the client. This task is displayed in the <span style="font-weight: bold;">Tasks</span> <span style="font-weight: bold;">&gt;</span> <span style="font-weight: bold;">My tasks</span> workspace or in a separate <span style="color: #0000ff;"><a href="360014163712.html#crm-tasks" class="topiclink">CRM Tasks</a> </span>group if the user has configured CRM tasks to be displayed separately from other tasks in the user profile settings. Employees will also see the task on the page of the app item for which it is assigned, for example, a deal.</p>
<p style="line-height: 1.20; margin: 7px 0 7px 0;">The executor will be able to close or edit the task, as well as leave a comment, which will be displayed in its <span style="color: #0000ff;"><a href="360014352191.html#app-item" class="topiclink">associated activity stream</a></span>. Read more about it in the <span style="color: #0000ff;"><a href="360012911980.html" class="topiclink">CRM tasks</a></span> article.</p>
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