---
title: "Supplemental - SendWelcomeEmails"
slug: "supplemental-sendwelcomeemails"
updated: 2025-11-19T19:36:42Z
published: 2025-11-19T19:36:42Z
canonical: "help.rapididentity.com/supplemental-sendwelcomeemails"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.rapididentity.com/llms.txt
> Use this file to discover all available pages before exploring further.

# 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

| **Parameter** | **Required** | **Description** |
| --- | --- | --- |
| **logOnly** | Optional | Displays the email message to the screen and builds the RapidIdentity cookie without sending emails. Set to `false` once tested. |
| **keyField** | Optional | RapidIdentity attribute used to locate the user(s) (e.g., `employeeType`, `idautoPersonHRID`, `idautoPersonUsernameMV`). |
| **keyValue** | Optional | The corresponding value for the `keyField`. |
| **searchParameter** | Optional | LDAP filter for advanced user lookups. Takes precedence over `keyField` and `keyValue` if supplied. |
| **record** | Optional | Existing record object (if calling from another Action Set). |
| **sessionRI** | Optional | Existing RapidIdentity session object (if calling from another Action Set). |

---

## 🧠 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:

| Global Variable | Example Value | Purpose |
| --- | --- | --- |
| `Global.emailTemplatesPath` | `/emailTemplates/` | Defines the path to all stored email templates in Connect |
| `Global.welcomeEmailTemplate` | `welcomeTemplate.html` | Defines the HTML template for the welcome email. |

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

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### 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.

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## 📊 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.

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## 🧩 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.

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## ✅ Summary

| **Feature** | **Description** |
| --- | --- |
| **Category** | Supplemental |
| **Job Type** | Scheduled / Callable Function |
| **Primary Action** | Send claim/welcome emails |
| **Safety Flag** | `idautoPersonExtBool1` (default) |
| **Template Path** | `/emailTemplates/` |
| **Recommended Schedule** | Every 1 minute |
| **Best Practice** | Run with `logOnly=true` before production use |