Distributing the Email Triggers based on Conditions in Onboarding

Hello Everyone,

In this blog, we’ll explore what email triggers are, how they can be customized to suit your organization’s unique needs, and the significant benefits they offer to end users.

Currently in standard emails for Onboarding, there is only one email template to trigger the “Furnish Equipment” task. This blog will contain a circumvention to trigger emails to the different recipients through the “Email Services”.

Generally all the equipment related task doesn’t simplify if the scenarios are involved whether it’s based on “Location of Candidate” or “Task Responsible Person”.

Customizing Email Triggers

Customization is where the true power of email triggers shines. Partners can tailor email notifications to meet organization’s specific requirements and branding. Some key aspects of customization include:

1. Content: Customize the message content, including text, images, and links, to convey information effectively and maintain brand consistency.

2. Timing: Set the timing of email triggers to match your organization’s needs, whether it’s immediate, daily, weekly, or on a schedule that suits your workflow.

3. Recipients: Specify who receives each email trigger based on user roles, departments, or any criteria you define in dynamic group. This ensures that the right people are informed.

4. Design: Tailor the email template to reflect your brand’s visual identity, ensuring a professional and cohesive look for all communications.

5. Personalization: Add personal touches, such as the recipient’s dynamic group name, and customize the template name to make email triggers more engaging and relevant.

Below are the steps by which you will be able to set off the emails to trigger it to different recipients based on the condition value.

Step 1: Identifying the Email which is triggering without discrimination for all Equipment Based task in Onboarding.



Step 2: Duplicate the Email template and “Rename” it to the task name you want it to be triggered. For e.g. : Email ID Creation, Sim Card Allocation, Safety Equipment, Accommodation Allocation etc.



Step 3: We require to look for two major steps here, first is “Rule” creation by which the email will be triggered based on condition and the Dynamic Group (Step 4) which will identify the Recipient.

  • Select “Filter Email Template” as Rule Scenario
  • Select Email Category based on Email trigger you want to distinguish on e.g. Furnish Equipment
  • Put one “If” Condition on “Equipment Type ID”.



If Condition can be modified based on the requirement


Step 4: Create Dynamic Groups from “Manage Onboarding Dynamic Groups” for the identification of the Recipients to trigger the email. Input “Group Name” and the designated users in People Pool based on “User/Department/Division/Cost Center etc.” who will receive the mail once task is triggered.


Select “User/Username” in People Pool


Step 5: Catch back the Step 2 again where we created the Duplicate Email for the task and after implementing the Step 3 and Step 4 in the Email Template, refer below to continue the process.

  • Input the Template Title and Description

  • Assign the Step 3 created rule in D: Filter Business Rules

  • Select “Dynamic Group Recipient Builder” from the To Recipient Builder Section and Select the Group Name which we created at Step 4.
  • Email Subject / Email Body of the Email template can be changed based on the task being triggered.


Click “Save” and Run a process for the candidate task to test the email based on the trigger. conditions.

In conclusion, email triggers are invaluable tools for organizations seeking to streamline communication, enhance user experiences, and ensure that critical information is efficiently disseminated.

By customizing these triggers to align with organization’s unique needs and branding, you can provide end users with a more efficient, reliable, and secure experience, ultimately strengthening your relationship with your audience.

I hope this information assists you in achieving your desired outcome.


Scroll to Top