Automatic emails on task completion

Setting it up

1. 1
   Open the template in the editor, then the task that should notify on completion, and there the “After completion” tab.
2. 2
   In the “Emails on completion” section, add a notification via “+ Email”. Each email appears there as a compact row with a switch, subject and recipient; click the row to expand it. A new email opens right away.
3. 3
   Choose the recipient — with the same building block as the “Message” task type: under “Add recipient” pick the kind and add the recipient. The options are “Case owner” (the person responsible for the respective case), a fixed address, a field of the case, an internal member or a contact. Each email on completion has exactly one recipient; it sits at the top as a chip. To change it, remove it via ✕ and add a new one — until then the email is a draft.
4. 4
   “Internal member” is a fixed person in your organization. “External contact”, by contrast, is a role of the template (say “Customer”) — who fills it is decided per case, and the email goes to the person entered there. If the role is unstaffed in the case, or the member has since been deactivated, this email is skipped — completing the task is unaffected.
5. 5
   Enter the subject and message. Via “Insert field” you place a field at the cursor; it appears as a highlighted token carrying the field's name, and Bricksta replaces it with the case value when sending. Paragraphs and line breaks reach the recipient as written; an inserted value always appears as plain text, even if it contains characters such as < or &.
6. 6
   As long as the recipient, subject or message is missing, the email is a draft: its row says “Draft – missing: …”, and it is not sent when the task is completed — even if its switch is on. A newly added email therefore starts out as a draft.
7. 7
   As email fields and placeholders, Bricksta only offers fields with a token from true predecessor tasks and from this task itself; later or parallel tasks are intentionally absent because their values are not reliable at completion time.
8. 8
   As FIELD recipients, only true email fields qualify: a member or contact field of the case cannot be picked as a field here. To mail the person somebody selected in such a field during the case, use a send-message step instead.
9. 9
   Via “Send a copy”, every email on completion that goes out is followed by a separate copy to internal readers — you are preselected when you switch it on, and you pick further recipients as above (fixed address, email field, internal member, external contact). The copy carries “Copy:” in its subject and a note at the top with the case number, a link and the actual recipient; the recipient of the email sees nothing of it. If the copy fails, the email still counts as sent. The copy is off by default.

Showing part of the text only sometimes

1. 1
   In the subject or the message, select the part that should only appear sometimes — for example “ Feel free to get in touch with questions.”
2. 2
   In the toolbar above subject and text, click “Only show if …” (it acts on the field you were last in — “in: Subject” or “in: Message”) and choose a condition: “<field> is filled in” comes first for every field in the selected part, then “<field> is …” for a specific value (such as “Informal is Yes”) and “another field …” for a condition on any field, several combined with AND/OR as well.
3. 3
   The part is then shaded violet with a bar on the left; the condition stands in front of it in plain words — for a number field, say “only if Number of services is 1”; “Yes” and “No” only for yes/no fields. Clicking it changes the condition, “Always show” removes it again — the text stays. The collapsed row of the email and the step preview show the part with the same label.

Bricksta never leaves anything out on its own: an empty field without a condition stays a gap in the sentence. The same condition applies when sending, in the preview and in the email's translations. A condition on a field that only certain roles may see cannot be published — otherwise every recipient could infer the value from the email.

When to use an email on completion vs. “Message”

Emails on completion are meant for short, non-blocking notifications (“FYI, step done”) — the flow does not wait for them. If instead you need a customer-facing, process-carrying message that should be reviewed (such as a quote or a proposed appointment), use the “Message” task type as a dedicated step in the flow.

Versions by field in the “Message” step

A “Message” step (email via Bricksta or Outlook) can have several ready-made texts — called versions. A field in the case decides which version is sent: for example “Informal” (yes/no) for informal or formal address, or “Reminder level” (choice 1, 2, 3) for three reminder texts. That way you write every text as a normal sentence instead of assembling it from formulas.

1. 1
   Open the message task and click “Versions by field” below subject and text. The existing text becomes the “otherwise (default)” version, and a new version starts as a copy of it.
2. 2
   Under “Which text applies is decided by the field”, choose a yes/no or choice field from an earlier task. Other field types are not offered.
3. 3
   For each version, set the value it applies to (“if “Informal” = Yes”), give it a name (such as “Informal”) and write subject and text. Insert fields as usual via “Insert field”; they appear with their name.
4. 4
   Add more versions via “Add version”. You edit one version at a time: at the top each version has a tab with its name and, below it, when it is sent (say “if Per Du = Yes” or “otherwise”); a click switches. A version without a value says “no value – never sent” on its tab.
5. 5
   To the right of the email, “How the email arrives” shows the finished email for a case of this template that you pick at the top — with all fields filled in, conditional parts evaluated and the version that would be sent, with the reason. It follows your draft, even before you publish. Fields that are empty in this case are listed below it; fields your role may not see are left out and counted. If the template has no case yet, it shows the structure as an example, with [Label] in place of the fields. On the phone you switch between “Edit” and “Preview” at the top.

If the field in the case is empty or has a value without its own version, the “otherwise (default)” version is sent — every step with versions has one. Before you release the message, the send window shows which version was chosen, e.g. “Version: Informal (Informal = Yes)” or “Version: Formal (default)”.

Every version can be translated, in translation mode just like subject and text otherwise. Bricksta first chooses the version and then its language: an English recipient with “Informal = Yes” gets the English informal version. If a version has no translation, that version is sent in its base language — never another version's translation.

In the send window, subject and text are in exactly the language they go out in, with a “Language” line above them — e.g. “Language: English, kept on the contact — subject and text translated”. If no checked translation is kept for that language, the line says so and you see the base-language text, which is what goes out. If the recipients have different languages, one message goes out in the base language; the line says that too. If your organisation only writes in its base language and nothing is translated, the line does not appear.