Supplemental - SendWelcomeEmails

📘 Overview

The SendWelcomeEmails Action Set automates the process of sending claim or welcome emails to new or existing users within RapidIdentity.
It can be used as either a scheduled job or a function called from another Action Set, ensuring a consistent and reliable onboarding experience for end users.

This job supports configurable email templates, attribute-based control flags, and flexible targeting options through RIC attributes or LDAP filters.

🎯 Purpose

• Send claim or welcome emails to users automatically upon account creation or update.

• Log email generation and delivery for auditing and reporting.

• Support both direct invocation (via function call) and scheduled execution.

• Prevent duplicate emails using a configurable “welcome email sent” (e.g., idautoPersonExtBool1) flag. Optionally, add this attribute to a delegation so that welcome emails are re-delivered as needed.

⚙️ Parameters

🧠 How to Use

1️⃣ Import the Action Set

1. In RapidIdentity Connect, click “Add Action Set.”

2. Choose Import and select SendWelcomeEmails from the Community → Supplemental category.

3. Save the Action Set into your Connect project.

2️⃣ Configure and Test

Before enabling email delivery, run the Action Set in test mode:

logOnly=true

This mode:

• Builds the RapidIdentity session cookie.

• Outputs the generated email message to the screen.

• Ensures that no real emails are sent.

Once validated, set logOnly=false to enable production delivery.

3️⃣ Setup the Email Template

Ensure that the following global variable and file exist in your Connect project:

📁 Template Location: /emailTemplates/
🧩 The HTML file should include placeholders for user attributes (e.g., %displayName%, %Username%, %ClaimCode%).

4️⃣ Configure the Welcome Email Flag

By default, the Action Set uses idautoPersonExtBool1 to track whether a welcome email has been sent.
When a user receives the email, this attribute is set to TRUE, preventing duplicate messages.

If you wish to use a different attribute, modify the following variable:

welcomeEmailFlagAttribute = "idautoPersonExtBool1"

🔁 Re-sending emails:
If the attribute is unchecked (set to FALSE) via delegation, the job will resend a welcome email the next time it runs.

5️⃣ Schedule the Job

For continuous delivery of new welcome emails:

• Schedule the Action Set to run every minute.

• This ensures that new users or toggled records are processed promptly.

6️⃣ Email Delivery Logic

📤 Primary Recipient Logic:

1. If idautoPersonHomeEmail exists → send to personal email.

2. Otherwise → send to mail (work email).

3. If logOnly = true, it will send the Welcome Email to the Global.notifyEmail email address(es).

All sent emails are logged in RapidIdentity under the Reports Module tab for traceability.

📊 Reporting and Verification

You can verify which users have received welcome emails using the Reports module:

• Go to Reports → My Reports → Add Report.

• Filter by action.displayName = "Sent Welcome Email".

• Optionally export results for tracking and compliance reporting.

🚫 Important Notes

• Always test with logOnly=true before scheduling in production.

• Avoid modifying or deleting the welcome email flag attribute while jobs are running.

• Verify that all Global variables are correctly configured before scheduling the job.

• Ensure that your RapidIdentity SMTP configuration is functional and verified.

🧩 Example Invocation (Function Mode)

If called from another Action Set:

SendWelcomeEmails( record: userRecord, sessionRI: sessionRI, logOnly: false )

This enables inline execution as part of a larger provisioning or update workflow.

✅ Summary