Update external systems using API — Benefit Approval Case

Here is our plan for this lesson:

1. Generate a benefits approval email using Gen AI
2. Send the email to the benefits applicant, using an Integration Service Gmail connector

Goal

Let's configure the tasks in the workflow accordingly, so that the applicant is notified once the case worker has approved the claim.

Integration Service

UiPath Integration Service is the fastest and most convenient way to automate API enabled applications. It takes care of authorization and authentication, helping you centralize management of API connections and also allowing faster integration into SaaS platforms.

In a nutshell, Integration Service does the following:

• Enables automation with an out-of-the-box library of connectors.
• Helps setting up and managing connections easily with standardized authentication.
• Enables kicking off automations with server-side triggers or events.
• Provides curated activities and events (with additional data filters) for ease of use.
• Simplifies automation design by providing a uniform experience across all Studio designers.

A connection is an authenticated link to one application account, for example one Gmail mailbox. Your automations use the connection to call that application, so nobody has to type credentials into a workflow.

Let's see what we have prepared:

There are 3 connections available:

• Gmail Connection that we can use to send emails
• Data Fabric Connection where we can store any type of data (tables, files, etc.)
• GenAI Connection which we will use to generate emails using LLMs

Good part: we don't need to worry about credentials or permissions today — platform administrators have prepared these for our automation, and they are also taking care about securing and restricting access to these.

Check your tenant

Make sure you are using the right tenant, or contact your trainer if there are issues with connections.

Steps

1. Configure the Generate Approval Email task

Let's configure the Generate Approval Email task in Maestro. For this, we are going to use the UiPath GenAI Activities — specifically the Generate Email activity.

• Action will be Connector → Execute Connector Activity
• Pick the Generate Email GenAI activity

Next, let's configure the input properties listed below.

Property	Value
Include salutation	true
Salutation	Greetings
Include sign-off	true
Sign-off	Regards
Sign-off name	Benefits Claims Department
Model	gpt-5.1
Salutation name	Applicant
Style	Concise
Output format	HTML

Email content — enter this as a JS Expression:

"Generate an email notifying the recipient that their application for benefits has been approved. Monthly ammount: "+vars.calculation+" $."

2. Configure the Send Approval Email task

Once we have the generated email, we can send it to the applicant using the Gmail connector. Let's configure the Send Approval Email task.

• Action will be Connector → Execute Connector Activity
• Pick the Gmail - Send Email activity

3. Configure the activity properties

• To — we are going to use the in_EmailAddress argument from the start event
• Subject:

Benefits Application approved

• Body — the emailContent output variable from the Generate Approval Email task

Pick the emailContent variable for the Body field.

4. Test the approval scenario

Time to test the approval scenario! Configure the debug values of the BPMN process as in the picture below. In the Case Worker Review action center task, approve the benefits application.

In the debug panel, pass the following argument values:

in_emailAddress:   your own email address
in_ExamplePaystub: Sample pay stub.png
in_Application:    Sample application.pdf

Once the execution of the process is completed, you should receive the benefits approval email:

Time to move to the next one!