Email triggers in Flow Designer work a little bit differently than our legacy email form initiation feature. In Flow Designer, xMatters does not create a new event when an email trigger is initiated. Instead, you can create events at any point in your flow using an xMatters Create Event step. By replacing your existing form initiation emails with a flow, you have the option to include other steps in your workflow before you trigger an event.
This is useful if you'd like to first perform actions in other systems and include information about these actions in the event notification. For example, you could send an email to first open a ticket in a service desk and start a chat room, and then map the ticket number and chat room link to properties on your form so they're included in the notification.
You can also connect additional steps to your flow after the xMatters event step to further extend your workflow, and pass information about the event into other systems further along in the flow. For example, perhaps you'd like to post the conference bridge number for the event into the chat room you created in a previous step.
The following instructions describe how to replace deprecated form initiation emails with a flow that uses an Email trigger and xMatters Create Event step.
- Access Flow Designer and open the canvas for the message form you'd like to initiate.
- From the Triggers tab of the palette, drag the Email trigger onto your canvas.
- Next, click the Tools tab and drag the xMatters Create Event step from the palette to the canvas.
- Connect the Email trigger to the xMatters Create Event step.
- Double-click the xMatters Create Event step.
- Select the form to use for the event and click Apply.
The form the xMatters Create Event step is targeting must be enabled for web service.
- Map output properties from the Email trigger to properties of the xMatters Create Event step. For example, if your property mapping for email form initiation looks like this:
Then map the equivalent outputs of the email trigger to the values of your form properties like this:
- Drag the email.recipients output of the email trigger into the Recipients field of the xMatters Create Event step.
- The email.recipients output includes the target names of any users, groups, or dynamic teams that were addressed in the To: field of the initiation email, so you can easily add them as inputs to a recipient field in another step.
- Click Done.
- Double-click the Email trigger on the canvas to open its configuration screen and view the trigger email address.
- By default, the trigger ID is a randomly generated combination of alphanumeric characters. You can edit this field to be more readable, or you may change it to something hard to guess for security reasons. xMatters requires email initiation emails to be unique, so you cannot edit the trigger ID to match the form ID of your existing form email initiation address. If you're building this flow to replace an existing email form initiation, you'll need to update the email addresses configured in the external system to use the new trigger ID in place of the previous form ID.
If your hostname includes a regional or specific instance indicator, do not include it in the target email format. For example, if the URL you use to access xMatters is mycompany.na1.xmatters.com, do not include the na1 portion of the URL in the email address. Use just mycompany.xmatters.com.
- Click Test Email to automatically open your default email program so that you can send a test email to your trigger's email address and confirm that it triggers your flow.
- The email address that you use to send the request must be recognized by xMatters, otherwise the request will be rejected. For more information, see Valid sender addresses.
- Click OK.
- Once you're satisfied with your new flow, you can disable email initiation for your form from the Forms tab.
For more information about using Flow Designer to connect complex processes into a single, automated toolchain, see Design a Flow.