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:

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

---

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