Email Tool
Email Tool
Use the Email tool to send an email for each row/record in your data stream. You can also add attachments and view email-generated reports. The Email tool runs as the last tool in your workflow. Choose from the available options to authenticate and encrypt your emails, with a combination of other reporting tools to add text, images, maps, and tables. Visit Reporting Tools for more information.
To use SMTP Authentication, you must manually configure it.
Warning
The Email tool doesn't send emails if there are errors encountered during your workflow run.
Configure the Tool
The Enabled check box is selected by default. If not selected, the tool is disabled, and emails are not sent. The Email tool retains all other configuration properties.
Starting with 2022.3, the legacy Email tool configuration is no longer supported due to security reasons. Previously, when the SMTPServer tag was empty, the SMTP server was set based on Windows configuration. The current Email tool configuration uses the SMTPServerName tag which can’t be empty.
To configure the tool...
Specify a valid SMTP path (mandatory field).
Enter a valid value for Port. The SMTP setting uses Port 25 by default. These default settings are provided, depending on the encryption setting:
Port 25, when Encryption is set to None.
Port 465, when Encryption is set to SSL/TLS.
Port 587, when Encryption is set to STARTTLS.
Select your encryption setting via the Encryption dropdown.
Select Use SMTP Authentication to enable authentication and then sign in with a valid Username and Password.
For Ports Other than 25, 465, or 587
If the SMTP server uses a port other than 25, 465, or 587, update the Port field settings for the SMTP server.
If you use a specific SMTP server that is different from the recipient domain, errors come back in an email to the sender from the System Administrator, outlining the problem.
Enter relevant information before you run your workflow and send your emails.
From: Sender of the email. Must be a valid email address.
To: Recipient of the email. Must be a valid email address.
Cc: Carbon copy recipients of the email. Must be a valid email address.
Bcc: Blind carbon copy recipients of the email. Must be a valid email address.
Subject: Subject line for the email.
Attachments: Add any additional files that you want to attach to the email. Email attachments have a 10 MB size limit, per file. However, note that there might be additional email limitations on file size depending on your particular email server configuration. As a general rule, if you need to include files in your emails, keep file sizes as small as possible. Alternatively, you can host the files online and include links to file locations in the body of the email.
Add: Select Add to specify each attachment to send with the email. You can either browse to the file location or use a field from your input stream that contains the file location of the attachment.
Edit: Select Edit to change a previously specified attachment. The same options as Add are available on Edit.
Delete: Select Delete to remove the attachment. If there are multiple attachments specified, highlight to select the attachment for deletion and select Delete.
Body: The body of content for the email.
OAuth Authentication
To set up the OAuth authentication in Designer, place the Email tool on the canvas.
Select the Use Data Connection Manager (DCM) check box.
Select Set Up a Connection.
Select + Connect Credential after you create an email connection.
You can choose to use Azure OAuth or Azure OAuth (Alteryx Application).
Azure OAuth is a single tenant application.
To Create New Credentials, enter the Credential Name, Tenant ID, Client ID, and Client Secret. You can find all these on the Microsoft Azure application registration page.
To Create New Credential for Azure OAuth Tokens, enter the Credential Name.
Azure OAuth (Alteryx Application) is a multi-tenant application.
To Create New Credentials, enter the Credential Name.
To Create New Credential for Azure OAuth Tokens, enter the Credential Name.
Select Create and Link.
Select the Connect button.
Sign in on the external browser window.
After successful authentication, you can use the tool and run the workflow.
Notes and Limitations
Outlook Desktop Limitation
Please note that when you use an Email tool (that follows a Layout tool) to send a report that contains tables, the table alignment might be incorrect in the Outlook Desktop client. This is a limitation of the Outlook Desktop client.
Email Tool and Alteryx Multi-threaded Processing (AMP)
If your workflow uses the AMP engine, in some cases the Email tool might run before all of the other tools in your workflow finish. To mitigate this behavior, we recommend that you use a Block Until Done (BUD) tool to sequence data streams in your workflow. For example, connect a data stream that outputs a file to the BUD tool's 1 output. Then, connect a data stream that emails that file as an attachment to the BUD tool's 2 output.