Managing email flows

Administrators can create email flows that define the services used by the system to handle emails.

Click play to watch a video overview on managing email flows.

Administrators can also reconfigure an existing email flow, remove an email flow from the system, or copy an email flow, which might be useful if they want to add an email flow that is very similar to an existing email flow, but they want to make slight changes to it.

Note: The email channel and Flow Editor are licensable features of the system.

To manage email flows:

Procedure

Step 1:
Click Email > Email Flows on the menu bar. A list of the email flows that are already available for use is displayed.

Step 2:
To add a email flow:

a. Click Add.
The New Email Flow page is displayed.

b. (Mandatory.) Enter the name of the email flow (up to 100 characters). Any unicode characters are allowed, including whitespace and accented letters. The name must be unique within your organisation.

c. Enter a brief description of the email flow (up to 250 characters). Any unicode characters are allowed, including whitespace and accented letters.

d. Click Add.
The message Email flow has not been defined is displayed.

e. Click

Flow Editor opens.

f. Create the email flow as described in Flow Editor web help.
This will involve:

Selecting the node types to use in the email flow
Placing nodes in the email flow
Configuring the parameters for each node and its branches
Adding optional branches (if required)
Connecting up the nodes to create an order of execution
Creating email flow variables (if required)
Validating and publishing the completed email flow

g. When the email flow has been validated and published successfully, close Flow Editor.

h. Click Save Changes.

Step 3:
To edit an existing email flow:

a. Select the appropriate email flow in the list.
A message at the top of the email flow details page indicates whether or not the email flow is currently assigned to service numbers.

Note: If an Email flow editor has unpublished changes message is displayed at the top of the screen, it indicates that changes have been made to the email flow in Flow Editor, but the email flow has not yet been published, so the changes are not yet live. You need to open Flow Editor and publish the email flow, before the changes are applied. For more information, see the Flow Editor web help.

b. To change the name or description of the email flow, the resellers/companies to which it is assigned, or the type of email flow, reconfigure the details as appropriate, then click Save Changes.

Note: You can edit live email flows.

Step 4:
To completely remove an existing email flow from the system, select the appropriate email flow in the list and then click Delete.

Note: You can only delete email flows that you own and that are not in use.

Step 5:
To create an exact copy of an email flow:

Select the appropriate email flow in the list.
Click Copy.
Enter the name of the copy (up to 100 characters) then click OK.

Step 6:
To import an email flow:

Click Import.
Specify and open the appropriate JSON file.

Step 7:
To export a copy of an email flow, select the appropriate email flow in the list and click Export.
The email flow is downloaded as a JSON file, which you can then click on to open it in a text editor.

Step 8:
To reconfigure an email flow (in Flow Editor), select the appropriate email flow in the list and then click:

Parent topic: Email management

Related concepts
Routing flows

Related tasks
Searching a list

Related reference
Email Flow page