> For the complete documentation index, see [llms.txt](https://docs.docbits.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.docbits.com/administration-and-setup/workflow/cards-overview/send-email-groups-guide.md). # Send Email to Groups *** Add this card to the **Then** group of the Workflow Builder — the actions that run once the When/And conditions match:
Workflow Builder canvas with When, And and Then card groups

The Send Email to Groups card is added to the Then group via Add Card.

*** ## 📌 Version Information **Status:** ✅ Single Version (No Breaking Changes) **Latest Version:** v1 (Active) **Note:** This card uses single version model with multi-language support via translation keys. 📖 [Complete Card Database](https://github.com/Fellow-Consulting-AG/docbits/blob/main/readme/DocFlow/docs/card_version.md) *** ## Purpose This card automatically sends email notifications to groups of users. Instead of assigning work to individual people, you send the message to a group, and all members of that group receive it. **Real-world example:** When a high-value invoice arrives, automatically send an email notification to everyone in the "Finance Team" group so they're aware it needs review. *** ## When to Use This Card Use this card when you need to: * Notify multiple people at once * Send alerts to team groups * Broadcast updates to departments * Notify groups about document status changes * Send reminders to group members **Common scenarios:** * Notify procurement team about new suppliers * Alert finance team about high-value invoices * Notify warehouse team about shipments * Broadcast document status changes *** ## How It Works 1. **Condition Check**: Workflow checks "Where" and "And" conditions 2. **Prepare Email**: System prepares the email using template 3. **Get Group Members**: System finds all members of specified group 4. **Send**: Email is sent to each group member 5. **Log**: Email sending is recorded *** ## Parameters Explained ### Email Template The email message to be sent **Options:** * Choose from existing templates * Each template has predefined subject, body, and formatting * Templates can include placeholders like {document\_number}, {supplier\_name} **Example Template:** ``` Subject: Document {document_number} requires review Body: Dear Team, A new invoice has arrived and requires review: - Document: {document_number} - Supplier: {supplier_name} - Amount: {amount} {currency} - Date: {date} Please login to DocBits to review. Best regards, DocBits Automation ``` ### Group The group of users to send the email to **Example groups:** * Finance Team * Procurement Team * Warehouse Team * Approval Committee * Management Group *** ## Configuration Steps ### Step 1: Choose Email Template 1. Click "Select Email Template" 2. Choose template from list 3. Verify subject and content ### Step 2: Select Group 1. Click "Select Group" 2. Choose the group you want to notify 3. Verify group members (usually shows count) ### Step 3: Set Conditions 1. Add condition: "When \[condition] is true" 2. Example: "When invoice amount is greater than €5000" ### Step 4: Test 1. Test with sample document 2. Verify email sends to group 3. Check template rendering *** ## Email Template Examples ### Template 1: High-Value Invoice Alert ``` Subject: High-Value Invoice Alert - {document_number} Body: Team, An invoice exceeding €10,000 has been received: Document Number: {document_number} Supplier: {supplier_name} Amount: {amount} EUR Received Date: {date} Status: {status} This requires immediate review and approval. --- Sent automatically by DocBits ``` ### Template 2: Supplier Status Change ``` Subject: Supplier Status Update - {supplier_name} Body: Procurement Team, The following supplier's status has been updated: Supplier: {supplier_name} Supplier Code: {supplier_code} New Status: {status} Effective Date: {date} Please update your systems accordingly. --- Sent automatically by DocBits ``` ### Template 3: Document Ready for Export ``` Subject: Document Approved for Export - {document_number} Body: Export Team, The following document has been approved and is ready for export: Document Number: {document_number} Invoice Number: {invoice_number} Supplier: {supplier_name} Please proceed with export to {destination_system}. --- Sent automatically by DocBits ``` *** ## Common Use Cases ### Use Case 1: Quality Control Alerts **Trigger:** When discrepancy is found between invoice and PO **Email Group:** Quality Team **Content:** ``` Invoice {number} has quality issues: - Unit Price variance: 12% (exceeds 5% tolerance) - Please review and take action ``` ### Use Case 2: Approval Notifications **Trigger:** When document reaches certain status **Email Group:** Approval Committee **Content:** ``` Document {number} is awaiting approval: - Amount: {amount} - Supplier: {supplier_name} - Please login to approve/reject ``` ### Use Case 3: Exception Notifications **Trigger:** When conditions not met **Email Group:** Managers **Content:** ``` Exception alert for document {number}: - Supplier code missing - Delivery date invalid - Manual review required ``` ### Use Case 4: Status Updates **Trigger:** When document status changes **Email Group:** Team responsible for next step **Content:** ``` Document {number} status changed to: {status} Assigned to: {assigned_user} Next steps: {next_steps} ``` *** ## Troubleshooting ### "Email not received" **Possible Causes:** * [ ] Users in group don't have email addresses * [ ] Email blocked by spam filter * [ ] Email address is incorrect in group * [ ] Group has no members **Solutions:** 1. Verify all group members have email addresses 2. Check spam/junk folder 3. Verify group membership is correct 4. Add users to group if missing 5. Check with IT that email service is working ### "Template not rendering correctly" **Cause:** Placeholder variables not found **Solution:** * [ ] Verify field names match exactly * [ ] Check if field has a value in the document * [ ] Use correct placeholder format: {field\_name} * [ ] Test with sample document that has all fields ### "Some people getting email, others not" **Cause:** Incomplete group membership or invalid emails **Solutions:** * [ ] Verify all members have valid email * [ ] Check if some users have opted out * [ ] Verify group membership is current * [ ] Contact IT to validate email addresses ### "Want to add/remove people from group" **Solution:** * Contact your administrator * Groups are managed in system settings * Can't be changed from this card * Request group membership changes in IT *** ## Email Template Customization ### Available Placeholders ``` {document_number} - Document ID {invoice_number} - Invoice ID {supplier_name} - Supplier name {supplier_code} - Supplier code {amount} - Invoice amount {currency} - Currency (EUR, USD, etc.) {date} - Document date {status} - Current status {assigned_user} - Assigned person {assigned_group} - Assigned group {next_steps} - What needs to happen next {reason} - Reason for exception/alert {comment} - Comments or notes ``` ### Creating Custom Placeholders If you need additional data in emails: 1. Contact your administrator 2. Request new placeholder 3. Add necessary field to document 4. Update email template *** ## Best Practices ✅ **Do:** * Keep email content brief and clear * Include action items (what should recipients do?) * Include link or instructions to access document * Test template with sample data * Send to right group (don't over-notify) * Use templates for consistency ❌ **Don't:** * Send too many emails (notification fatigue) * Include sensitive data in emails * Send to groups that don't need info * Use unclear subject lines * Forget to include how to take action * Send emails to individuals (use group instead) *** ## Performance Notes * Each email takes \~1 second to send * Large groups may take time (100 people = \~100 seconds) * Don't create loops that send thousands of emails * Monitor email service capacity * Consider batching if many documents *** ## Related Cards * **ACTION\_SEND\_EMAIL** - Send to individual person * **ACTION\_ASSIGN\_TASK\_TO\_PROCUREMENT\_GROUP** - Assign task instead of just notifying * **ACTION\_CREATE\_TASK\_FOR\_GROUP\_SEQUENTIAL** - Create task and notify * **STAUS\_CHANGE** - Change status and notify *** ## Typical Workflow Example ``` Document Arrives ↓ Check Condition: "Is amount > €10,000?" ↓ YES: Send Email to Finance Team "High value invoice alert" ↓ Send Email to Procurement Team "New invoice from supplier" ↓ Workflow Continues ``` *** ## FAQ **Q: Can I send to multiple groups?** A: Create separate cards for each group **Q: What if someone's email bounces?** A: Email is logged as failed, IT can troubleshoot **Q: Can I change the email template?** A: Contact your administrator to modify templates **Q: Can I send based on conditions?** A: Yes! Use "Where" and "And" conditions to control when emails send **Q: How do I know if email was received?** A: Check email logs in DocBits for sending status --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://docs.docbits.com/administration-and-setup/workflow/cards-overview/send-email-groups-guide.md?ask= ``` The question should be specific, self-contained, and written in natural language. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.