Wait for a Matching Email Inside a Running Workflow

Understand when to use this step

Use a matching-email wait when a Workflow has already started but must pause for a later reply or document. Examples include waiting for a supplier response, a signed attachment, a requested clarification, or a message that confirms an external action.

This is different from an Email Trigger:

Add the wait step

1. Open the Workflow in Flow Builder.
2. Add the email-wait step from the available node list.
3. Connect the step after the action that requests or expects the reply.
4. Connect its success output to the step that should process the received message.
5. If the node offers a timeout output, connect that output to the reminder, escalation, or safe-end path.

The exact node name shown in Flow Builder can follow the terminology enabled for your workspace. Use the node description to confirm that it waits inside a running instance rather than starts a new one.

Choose matching rules

Build rules from information that uniquely identifies the expected reply. Depending on the configured mail capability, the visible fields can include sender, recipient or RAPTIX address, subject, body text, language, attachment details, document or project reference, and Workflow variables.

Good matching combines a stable business reference with the expected channel. For example:

Recipient is {{workflow_reply_address}}
AND subject contains {{case_reference}}
AND sender is {{supplier_email}}

Avoid a rule such as “subject contains invoice” on its own. A broad rule can match the wrong message when several instances wait at the same time.

Use variables produced earlier in the Workflow instead of typing a value that changes per run. Preview or sample-test the rule when that control is available.

Configure what happens when mail arrives

The wait step can expose permitted message information to following nodes, such as:

• sender, recipients, subject, and received time;
• safe body or extracted text;
• attachment names and permitted file references;
• the message or thread reference; and
• the result of the matching rule.

Use those outputs in a condition, human task, AI Agent step, Documents step, or email response. Treat attachment availability as conditional: retained files must pass the workspace's safety checks before a user can download them.

Set a timeout

Do not leave a business process waiting indefinitely unless that is the deliberate policy.

1. Choose the maximum wait shown in the node.
2. Route the timeout result to an explicit outcome.
3. Add a reminder, reassignment, escalation, or recorded closure as appropriate.
4. Make the message to the assignee explain what did not arrive and which instance needs attention.

The timeout path should not pretend that a reply arrived. Keep received-message variables out of that path unless you first check that they exist.

Validate and test

Before activation:

1. Validate the Workflow and resolve disconnected outputs or missing variables.
2. Run a test instance with a distinctive reference.
3. Send one non-matching message and confirm the run remains waiting.
4. Send a matching message and confirm the correct instance resumes once.
5. Test the timeout path with a short test duration, then restore the intended value.
6. Review the instance timeline and the permitted email archive record.

Diagnostic, replay, or dead-letter controls appear only when the mail runtime and plan provide them. Their absence does not turn a broad rule into a safe one.

Troubleshooting