People and message steps · Docs

These steps reach people: by email, with a notification in SAPUGO, or by asking them to approve something. Others look up users and groups so later steps can use a name or an email address.

Email#

Step	What it does
Send Email	Sends an email to the addresses you give it, with a subject and an HTML body, and optional cc and bcc. Use it for people outside SAPUGO, such as customers and suppliers.
Reply to Email Thread	Replies inside an existing shared inbox conversation. Use it when the workflow was started by an incoming email and the answer belongs in that thread.
Break Email	Splits an incoming email into its parts: sender, recipients, subject, body, attachments, and when it arrived.

Send Email sends through your own outgoing email account, so messages come from your domain. Set one up first under Settings, Developer Tools, Email, with New transport. SMTP and several common sending services are supported.

To build the email body, use the Template value to fill placeholders with record values.

Notifications in SAPUGO#

Notifications appear in the person's inbox in SAPUGO and follow their notification preferences. Each can point at a record, so clicking the notification opens it.

Step	Who receives it
Notify Users	Specific members.
Notify Groups	Every member of one or more groups.
Notify Subscribers	People who follow a table or a record.

Each step returns how many people were notified.

Approvals#

Request Approval pauses the run and asks people or groups to decide.

Add Request Approval and give it a title and a message that explains the decision.
Pick the users, the groups, or both who can decide.
Optionally add questions for the approver to answer, and a timeout.
Optionally point it at the record the decision is about, so approvers can open it.
Connect what should happen to the Approved, Rejected, and Timeout paths.

The request appears on the Approvals page for each assignee, who can Approve or Reject and add a comment. The step outputs the decision, who decided, when, the comment, and any answers.

Put the writes that depend on the decision on the Approved path. Never wait for an approval inside a transaction.

Users and groups#

Step	What it does
Current User	The person who started the run. It's empty when a schedule or another system started the run, so check its found output before using it.
User from Id	Loads a member from an ID, such as the value of a Person column.
Group from Id	Loads a group from an ID.
Group Members	Lists the active members of a group.
Break User	Splits a user into fields: name, email, whether they own the organization, their groups, and more.
Break Group	Splits a group into its ID, name, and description.

Checking what kind of value you have#

Step	What it does
Is Class?	Answers whether a value is of a given kind, such as a record, a file, or a user.
Cast Object	Continues on Success when a value is the expected kind, and on Fail when it isn't.

Plan your messages#

For each message, say who receives it and whether it's an email or a notification in SAPUGO. For an approval, name who decides, the question, the timeout, and what each path does. A scheduled workflow has no current user, so name the person or group it should notify instead.

WorkflowsTriggers, runs, and approvals.GroupsOrganize members to notify and to approve.