Email activity - Precisely Data Integrity Suite

Data Integrity Suite
Product
Spatial_Analytics
Data_Integration
Data_Enrichment
Data_Governance
Precisely_Data_Integrity_Suite
geo_addressing_1
Data_Observability
Data_Quality
dis_core_foundation
Services
Spatial Analytics
Data Integration
Data Enrichment
Data Governance
Geo Addressing
Data Observability
Data Quality
Core Foundation
ft:title
Data Integrity Suite
ft:locale
en-US
PublicationType
pt_product_guide
copyrightfirst
2000
copyrightlast
2026

A workflow can contain an Email activity which allows you to send an email notification to selected recipients.

Configure an Email activity by selecting recipients and setting up the email content. You can use tokens as placeholders to personalize the email with workflow information.

Select email recipients

Choose who will receive the email notification when the workflow activity is triggered.

In the Recipients field, choose one of the following options:
  • Initiator: The email is sent to the person who completes an action that triggers a workflow, for example a user who adds or edits an asset.
  • Specific User(s): The email is sent to one or more specified recipients.
  • Role(s): The email is sent to all users who have been assigned to a particular role. If you select this option, a field will appear where you can select the name of the role, such as Data Steward or Business Owner. You can select more than one role. If you define a backup role, the system will initially look for users assigned to the first role, before looking for users assigned to the backup role. For example, if there are no Data Stewards, send the email to the Business Owner.
  • Group(s): The email is sent to all users who are currently members of the selected group. When this option is selected, a field is displayed for you to select the group. The group must already exist on the system, and only users who are members of the group at the time that the workflow activity is initiated will receive the email.
You've specified who will receive the email notification.

Configure email content

Set up the subject and body of the email, optionally using tokens to include workflow information.

  1. In the Email Setup section, type the subject of the email.
  2. Type the body of the email.
  3. To add workflow information to the subject or body, click Insert token and select the token you want to use as a placeholder.
    Tokens are replaced with actual workflow data when the email is sent.
Your email content is configured and ready to send.

Review email activity examples

See how tokens work in email templates and what recipients will receive.

The following examples show how tokens are used in email templates and how they appear in the final email sent to recipients.
  1. Review the email body template using tokens:

    [WORKFLOW_INITIATOR_USERNAME] added a new glossary term.

    The details of the glossary term are:

    • ID of the item that was added: [66D9CC7C25585E33476DF98_GlossaryID]
    • Name of the item that was added: [66D9CC7C25585E33476DF98_Name]
    • Description of the item that was added: [66D9CC7C25585E33476DF98_Description]
  2. Review the final email as recipients will see it:

    Test User added a new glossary term.

    The details of the glossary term are:

    • ID of the item that was added: 2
    • Name of the item that was added: Glossary Term 1
    • Description of the item that was added: New Glossary Term 1

    View Details
You understand how tokens are replaced with actual workflow data in the final email.