Send Email activity - Precisely Data Integrity Suite

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

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

Configure a Send Email activity by selecting recipients and setting up the email content. You can use variables 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.
  • Email address: The email is sent to a valid email address that you enter. Use this option to notify a recipient who does not need to be selected as a workflow user, role, or group.
  • 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.
  • Domain Owner, Steward, or Delegate: The email is sent to the users identified by the selected ownership role for the asset associated with the workflow. Use this option when the notification should follow governance ownership metadata instead of a fixed user, role, or group. * Preview
You've specified who will receive the email notification.
Preview: Ownership-based recipients are currently in Preview for select workspaces and might be subject to change before general availability.

Configure email content

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

  1. Under Email Setup, type the subject of the email.
  2. Type the body of the email.
  3. To add workflow information to the subject or body, select Insert token and select the variable you want to use as a placeholder.
    Variables are replaced with actual workflow data when the email is sent. The available variables depend on the workflow trigger and the outputs from earlier activities. If the email needs asset information, add a Get Asset activity before the Send Email activity and use variables from that activity.
Your email content is configured and ready to send.

Review Send Email activity examples

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

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

    [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 variables are replaced with actual workflow data in the final email.