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JohnCooper-be3c's avatar
JohnCooper-be3c
Community Member
2 years ago

Using an Intermediary service to send email from Storyline

There are a lot of instances when you might want to send an email from within a Storyline course module...

  • sending a completion certificate
  • sending course notes the learner has made during the course
  • sending self-assessment survey results

...are just a few common requirements discussed on this community site. The most common approaches are:

(a) use the 'send email' trigger available within Storyline - this is great but doesn't allow you to set the subject or content of the email.

(b) use JavaScript to send the email - here variables can be set to create the subject and body of the email and these can be used within the 'mailto:' construct. - mailto:`{email}`?subject={subject}&body={body}

The problem is

  • you can't do a lot to make the emails look great - the most you can do is get a string of text from your dynamically added content.
  • mailto will always open a device's default email client, even if it's not the provider that the user typically uses. Some users (like me) don't have an email client server installed on any of their devices. In this case mailto won't have anything to open at all and it won't work.
  • Finally, some spammers use bots to search the web for mailto links and then use those bots to spam mail servers.

So, is there an alternative?

It would be tempting to think that you might be able to send the email from the JavaScript directly - bypassing the user's own email client. However, to send an email, you must use SMTP (Simple Mail Transfer Protocol) - the protocol that governs how email traffic is handled. JavaScript run in the browser cannot access the ports that the protocol uses. This is to prevent attacks from malicious actors and spammers. You'll need to send your email data to an SMTP server.

Theoretically, you could write JavaScript that communicated with your own email server (like gmail) and send the email that way. However, you would need to pass through your authorisation credentials in your JavaScript code and that would expose those credentials to anyone running your code (just keying F12 would open up the browser debug function and the user would be able to steal your email credentials).

This is why you would need an intermediary service...

An intermediary service (which will charge you a subscription) is one that provides you with a JavaScript code library and an Authorization key that will allow your JavaScript client app code to communicate with the service via an API. You send the details of who you want to send the message to, what the subject is and then trigger a pre-defined email template into which you insert your message. You register your email SMTP server with the intermediary and it then sends the message via that email server. So the email comes from your email account but is sent from the client-side JavaScript.

Is it secure?

Surely, you ask "isn't the authorization code the intermediary service gave you exposed in the same way your email credentials would be?" Well, potentially yes! (there are ways you can make it a bit more difficult to get to - but it is a risk). However, since you can only trigger emails based on predetermined templates and they come through the SMTP server you specify then the risk is negligible. Some intermediary services also offer further checks and security restrictions to prevent a hacker triggering spurious emails maliciously.

If you are interested... Clearly, this approach is not trivial - but we have used it for a couple of our clients and it is working well. I can't put up a demo here because if you all viewed it, you would be sending emails to yourselves from my email server! But I may put up a video demo of it working on our website and post the link here if anyone would like to see it. Feel free to ask questions here in the meantime.

  • Hi John, great work with the intermediary! Would you please be able to share a link of the video demo? 

     

  • Best approach for this is using Google cloud functions. Then you can directly send mail.
    I do have a working sample. Editing that so i can show it.

    • ReneVestergaard's avatar
      ReneVestergaard
      Community Member

      Hi Math, I would love to know how you did that. Probably have a current project where I need such a solution. Thanks in advance for your knowledge sharing :-)

  • On the google cloud console you can create functions. Basically this is nodeJS, so somewhat more intricate programming then in Storyline. When you deploy those functions you can call them from any tool that allows Javascript and use the functionality. As you can see on my google cloud i have functions inhere to sendMail, create a google sheet, format it, delete a row, update it and the alike. Last functionality im working on is using it to create reusable OpenAI calls that work properly. Thus not showing any keys anymore, but extendable OpenAI functionality in Storyline ( or any other tool that supports Javascript ).

  • HI @Math Notermans

    I like the approach - although I might prefer to use Microsoft Azure Logic Apps rather than Google Cloud (only because we are a Microsoft shop)... I'm guessing there are quite a few other options like AWS and Twilio that would also provide a suitable server-side email capability that could be invoked from an API call within Storyline JavaScript...

    But can I ask how you protect the Authorisation token when you make an API call to the service?  I'm not familiar with Google Cloud, but I'm assuming some form of authorisation is necessary and this would need to be passed over in your client-side code?

    Regards

  • Hi All,

    I know this is old, but maybe someone that can help is still on it. 

    I/m working on a SL360 template for my team and was asked to have a Player Tab that could send an email to our support team if there are course issues. I can add the email address and a subject.. BUT is there any way to grab the Course title dynamically and add it to the subject line as well? .. Since this is a template the title will continuously change. 

    Thanks!