Within the desired phase, add an Email activity to notify stakeholders to help advance the journey.

Note: To control the execution order of this activity, use Triggers available under Advanced options in the activity creation screen.

Perform the following steps to create an email activity:

  1. Under the desired phase, click + Create activity, as shown in the image below.

  2. In the new screen that appears, do the following:

    1. Under Activity name, enter a descriptive name for the activity. 

    2. Under Which activity do you want to create?, use the radio button to select Schedule email, as shown in the image below. This option allows you to configure automated emails to notify stakeholders at specific points in the journey.

    3. Under Sender, choose the email address from the service desk that you want to use as the sender of the email using the drop-down menu. This is the address stakeholders will see in the "From" field.

    4. Under Recipient, use the drop-down menu to select the primary recipient(s) of the email. You can select stakeholders defined in the journey (such as the employee, manager, or initiator) or enter specific email addresses. The email will be delivered to this recipient when the activity is triggered.

    5. Under Recipients in CC, add any additional email addresses who should receive a copy of the email. These recipients will be included in the CC field of the email for visibility, but are not expected to take action.

    6. You can configure additional settings under Show advanced options, such as choosing to make the activity as non mandatory, adding triggers and conditions. For more information about the Advanced options, see Configure Advanced Options in Activities.

    7. Click Next to proceed to the Email Body section, where you can compose the content of the email.

  3. In the email configuration screen that appears, provide the following details:

    1. Under Subject, enter a clear and concise subject line for the email.

    2. Under Email body, compose the message content that will be sent to the selected recipients. You can include instructions, updates, or any relevant information related to the journey.

      Note: To personalize the Subject and Email Body, click Insert placeholders at the appropriate field. This allows you to dynamically include values from form fields, such as the employee’s name, department, joining date and more.

  4. After drafting the email body, click Create to add the email activity to the phase.