(Quality Education For Today and Tomorrow)
Kovilacheri,Kumbakonam-612 503.
The Automated Mail Invitation System for Symposiums and Other Events
provides a streamlined solution for organizing academic events by automating the
process of sending email invitations. The system addresses key challenges
associated with manual handling, such as the risk of errors, inefficiencies, and the
time-consuming nature of the task. Here’s how the system functions at a high
level:
1. Input Data Collection:
o The system uses two main inputs:
a) An email template stored in a Word document, containing
placeholders for dynamic fields such as <RecipientName>.
b) A list of recipients, including their names and email addresses,
stored in an Excel file.
o This structure ensures easy modification and flexibility, allowing
organizers to customize messages and update recipient lists efficiently.
2. Template Processing:
o The system reads the content of the email template from the Word
document using RPA tools or libraries designed for document parsing.
o It identifies the placeholder <RecipientName> within the template,
which acts as a marker for dynamic personalization.
3. Recipient Data Integration:
o The recipient names and email addresses are extracted from the Excel
file. Each row corresponds to an individual recipient, ensuring
scalability regardless of the list size.
o The extracted data is validated to ensure completeness (e.g., no
missing names or email addresses) and accuracy (e.g., proper email
formatting).
4. Dynamic Personalization:
o For each recipient, the system replaces the <RecipientName>
placeholder in the email template with the recipient’s actual name.
o This dynamic replacement ensures that each email feels personalized
and professional.
5. Email Dispatch:
o The system connects to an email client or server (e.g., Outlook,
Gmail, or SMTP).
o It sends the personalized email to the corresponding recipient’s
address, ensuring that each message is unique and properly addressed.
o Advanced options may include attaching additional event-related files
or including RSVP links.
6. Error Handling and Reporting:
o The system includes checks to handle errors such as invalid email
addresses or failed deliveries.
o It generates a log or report summarizing the status of each email
(e.g., sent successfully, failed, or pending).
7. Scalability and Reusability:
o The solution is designed to be reusable for future events by simply
updating the email template and recipient list.
o It can be scaled to include additional features, such as tracking RSVP
responses, sending follow-up reminders, or updating recipients with
event changes.
Organizing symposiums and academic events involves sending a large volume of
personalized email invitations to participants. Traditionally, this task is
performed manually, which leads to several challenges:
1. Time-Consuming Process:
Personalizing each email, entering recipient details, and sending them
individually can be a tedious and repetitive task, especially when dealing
with a large number of recipients.
2. Prone to Errors:
Manual handling increases the likelihood of errors, such as:
o Typing mistakes in names or email addresses.
o Sending incorrect or incomplete information.
o Omitting recipients or duplicating emails.
3. Lack of Efficiency:
Manually managing email templates, updating recipient details, and ensuring
accurate communication can significantly delay the invitation process.
4. Resource-Intensive:
Human effort spent on repetitive tasks could be better utilized in planning
and organizing other critical aspects of the event.
Specific Requirements
To address these challenges, an automated solution is required to:
1. Read the Email Template:
Extract content from a pre-designed email template stored in a Word
document, which includes placeholders for recipient-specific details.
2. Process Recipient Data:
Read a list of recipient names and email addresses from an Excel file and
validate the data for accuracy and completeness.
3. Personalize Emails:
Replace the <RecipientName> placeholder in the email template with each
recipient’s name from the Excel file to create personalized emails.
4. Automate Email Dispatch:
Send the personalized emails to their respective recipients using an email
client (e.g., Outlook or Gmail) or SMTP server.
5. Error Handling and Reporting:
Detect and log issues such as invalid email addresses or failed deliveries,
providing feedback to the user for corrections.
Impact of the Problem
The absence of an automated system leads to delays, inefficiencies, and
dissatisfaction among event organizers and participants due to communication
errors. This affects the professional image of the event and its organizers, making
the automation of this process a critical requirement.
In academic settings, organizing symposiums and other events often involves the
repetitive task of sending personalized email invitations to numerous recipients.
The current manual process of creating, personalizing, and dispatching these
emails is inefficient, time-consuming, and prone to errors. Common issues
include:
1. Typographical errors in recipient names or email addresses.
2. Inconsistent or incorrect email content due to manual edits.
3. Missed recipients or duplicate emails.
4. Delays in communication due to the lengthy process.
There is a pressing need for an automated solution that can:
1. Read and process a pre-defined email template stored as a Word document.
2. Extract recipient names and email addresses from an Excel file.
3. Replace placeholders (e.g., <RecipientName>) in the template with actual
names to ensure personalization.
4. Automatically send the personalized emails to the intended recipients
efficiently and without errors.
This solution should streamline the invitation process, minimize manual
intervention, and enhance the overall reliability of communication in event
organization.
The implementation of the Automated Mail Invitation System for
Symposiums and Other Events involves the following step-by-step procedure:
1. Email Template Creation:
o Design a standardized email invitation template in a Word document.
o Include a placeholder, such as <RecipientName>, for dynamic
personalization.
2. Recipient List Preparation:
o Compile a list of recipient names and email addresses in an Excel file.
o Ensure the file is well-structured, with columns for Name and Email
Address.
1. Install necessary RPA tools (e.g., UiPath, Automation Anywhere, or Python
scripts with libraries like pywin32, pandas, smtplib).
2. Set up access to the email client or SMTP server for sending emails.
1. Use the RPA tool or scripting to:
o Open the Word document.
o Extract the text content of the template.
o Identify the <RecipientName> placeholder for dynamic replacement.
1. Use the RPA tool or library to:
o Open the Excel file.
o Extract the data into a structured format (e.g., a table or list).
o Validate the data to ensure there are no missing or invalid entries.
1. For each recipient:
o Replace the <RecipientName> placeholder in the email template with
the recipient’s actual name.
o Save the personalized email content temporarily.
1. Connect to the email client (e.g., Outlook, Gmail) or SMTP server.
2. For each recipient:
o Use the personalized email content.
o Send the email to the recipient’s address.
3. Log the status of each email (e.g., successfully sent, failed).
1. Detect and handle errors, such as:
o Invalid email addresses.
o Failed deliveries due to network issues or incorrect configurations.
2. Generate a detailed error report for user reference.
1. Generate a summary report detailing:
o Total emails sent.
o Any errors encountered.
2. Provide feedback to the user for necessary corrections or follow-ups.
1. Test the system with sample data to ensure functionality and accuracy.
2. Deploy the system for actual use in organizing symposiums or similar
events.
1.Open UiPath Studio Community, click on the Process option, and create a new
project by filling in the required details
2.In uipath drag smtp Activity for Automatic Mail
3.Assign the Property for SMTP Activity
4.Enter the body in SMTP mail Activity
5.Assign the values or path by implementing the Assign Activity
6.Set the Message Box ,To check the programming run sucesfully
7.After Implementation Debug the file
8.The show there is no error occur during Debugging
9.The program run successful and the Message Box was shown
Session 1.1 | Introduction to Robotic Process Automation and Building
your first automation
Robotic Process Automation (RPA) is a technology that automates business
processes by using software robots. This session gives an overview and build the
first automation. Introducing RPA to the participants and walking them through
the user interface of UiPath Studio and Orchestrator. By the end of the webinar,
participants will have the knowledge and skills to build their first automation
project using UiPath Studio. Understand variable, argument and data manager
panel in UiPath.
Session 1.2 | Variables arguments and control flow in studio
Topic: Control Flow Activities and Data Manipulation
This course looks to equip you with the proper
understanding of how the UiPath Platform works to empower you and your
organization for end-to-end automation. If you don’t have any prior experience
in the RPA field, you shouldn’t worry about it. We are listening closely to what
our learners are telling us and have shaped the RPA Developer journey so that
you’ll be successful. Through this introductory course, you will learn about the
RPA development process and what the RPA developer’s role and responsibility
is. Upon completion, you should be able to explain how the core UiPath RPA
components work together and how to set up an attended environment, using
Studio, Robot with Assistant, and Orchestrator.
Session 1.3 | Automating Web and Desktop Applications with Studio &
Data Manipulation with UiPath
Topic: Mastering UI automation with Modern Design and Debugging
This course looks to equip you with the proper
understanding of how the UiPath Platform works to empower you and your
organization for end-to-end automation. If you don’t have any prior experience
in the RPA field, you shouldn’t worry about it. We are listening closely to what
our learners tell us and have shaped the RPA Developer journey so that you’ll
succeed. This introductory course will teach you about the RPA development
process and the RPA developer’s role and responsibility. Upon completion, you
should be able to explain how the core UiPath RPA components work
together and how to set up an attended environment, using Studio, Robot with
Assistant, and Orchestrator.
Session 1.4 | Data Tables and Excel Automation with UiPath
Topic: Excel Automation and Error Handling and Orchestrator
This course looks to equip you with the proper understanding of
how the UiPath Platform works to empower you and your organization for end-
to-end automation. If you don’t have any prior experience in the RPA field, you
shouldn’t worry about it. We are listening closely to what our learners tell us and
have shaped the RPA Developer journey so that you’ll succeed. This introductory
course will teach you about the RPA development process and the
RPAdeveloper’s role and responsibility. Upon completion, you should be able to
explain how the core UiPath RPA components work together and how to set up
an attended environment, using Studio, Robot with Assistant, and Orchestrator.
Session 1.5 | Debugging exception handling and logging in Studio
Session 1.6 | Email and PDF Automation
Session 1.7 | Orchestrator Overview, Version Control Systems
Session 1.8 | Naan Mudhalvan Projects & Project Organization, RPA
Testing
1. Random User API 2. Bank Loan Id Generation
3. Dynamic Web Form Data Entry 4. Password Reset Bot
5. Encrypt And Decrypt File 6. Move and Rename
7. Integrating Python for Monthly Expense 8. Ticket Data Extractor BOT
Analysis
9. Invoice Data Extraction 10. Shopping Helper BOT
11. Patient Details Registration 12. PDF Splitter BOT
13. Pivot Table for Highest and Lowest 14. Birthday BOT
Population
15. Consolidated Data Reporting using Linq 16. Student Result Generation
17. Let AI do the copy paste 18. Loan Apply Utility Bot
19. Automated Mail Invitation System for 20. Document Templating for Academic
Symposiums and other events Administration
🔗Naan Mudhalvan robotic process automation Foundation Course Link:
https://academy.uipath.com/learning-plans/naan-mudhalvan-robotic-process-
automation-foundation-course-for-engineering
CERTIFICATE LINK:
https://drive.google.com/file/d/1IE_okl3MTn8GsDD87OMczSH3gnYKLLxy/vie
w?usp=drive_link
The automated encryption and decryption system, developed
using UiPath Studio, ensures data confidentiality and integrity through robust
encryption algorithms. By leveraging UiPath's capabilities, the solution combines
efficiency, user-friendliness, and reliability to address modern data security
challenges effectively.
https://docs.uipath.com/studio/docs/introduction
https://docs.uipath.com/studio/docs/the-user-interface
https://docs.uipath.com/studio/docs/creating-basic-process
https://academy.uipath.com/courses/variables-and-arguments-in-studio
https://docs.uipath.com/studio/docs/the-variables-panel
https://docs.uipath.com/studiox/docs/managing-your-project-data
https://docs.uipath.com/studio/docs/about-control-flow
https://www.uipath.com/learning/video-tutorials/control-flow
https://docs.uipath.com/studio/docs/managing-variables
****************THE END******************
