Outlook send email rule issue

[Christopher_Roberson]

I have a rule using the Outlook send email action, and have the variable ‘Task creator email’ set in the To field. When the rule is triggered, I receive an error that I need to fix the rule, and the error is ‘Provide a valid email’.

[Zaki_Imtiaz]

Hi @Christopher_Roberson ,
Welcome to the community. It would be very helpful if you can share screenshot of the rule and once its executed error message screenshot.

Just make sure that you have written “Task creator email correctly”.

Zaki
Business Workflow Consultant

[kayce]

i’m having the same issue using asana forms combined with asana rules via outlook direct integration. automated emails upon form submission are all working fine and i selected “task creator email” from the three-dot menu, not by typing it in.

[Christopher_Roberson]

I opened up a ticket regarding this issue, and below is what the representative told me:

"If I understand correctly, you’re trying to send an email to the form submitter when an approval task is completed, but the “Task Creator Email” variable isn’t returning a valid value. From what you’ve described, this is likely because in Asana, the “Task Creator” typically refers to the person who created the form itself, not the person submitting it. That’s why the variable is showing “[No value].”

Here’s how you can resolve this and achieve your goal:

1. Add an Email Field to Your Form:

• Include a required question in your form to capture the submitter’s email address. This ensures you have the necessary contact details.

2. Use a Custom Field for Submitter Emails:

• Create a custom text field in your project, e.g., “Submitter Email.”
• Map the form’s email field to this custom field so that every task automatically includes the submitter’s email address.

3. Set Up a Rule to Send Emails:

• Trigger: “Task marked as approved.”
• Action: “Send Email.”
• In the “To” field, select the custom field “Submitter Email.”"

It still doesn’t make sense that there’s not a native way to reference the email address from the built in email field in a form from a rule. But doing as described above, deleting that field from the form and adding a new custom field called Email did in fact work to successfully send the email.