This step-by-step guide shows you how to effectively use the “Send Email” workflow action within your workflows. This feature allows you to send emails based on a workflow execution. Note that a dedicated SMTP server must be set up for this. You can find information on setting this up here: Email Configuration. Additionally, you will need predefined email templates that can be used for sending. A guide on creating these templates can be found here: Email Templates.
Configuration Steps:
Step 1: Send Individual Emails
- Send Individual Emails: Enable this option if you want each email to be sent individually to each recipient, rather than contacting all recipients in just one email.
Step 2: Select Email Template
- Email Template: Choose the already created email template that should serve as the basis for sending.
Step 3: Add File as Attachment (Notes Only)
- This feature is available when the workflow module is “Notes.” If an email is sent based on a note, the file attached to the note will be sent along.
Step 4: Define Email Parameters
- Email: Click on “+” to define the parameters of the email to be sent. The recipient is mandatory; all other parameters are optional:
- To: Determine who should receive the email. Options include manual entry (comma-separated), selecting a linked record (e.g., notifying the assigned sales representative), or a field from the workflow module (e.g., the contact’s email address).
- CC: Choose who should receive a copy. Options are identical to “To.”
- BCC: Choose who should receive a blind copy. Options are identical to “To.”
- From: Specify which email address should appear as the sender. Options are identical to “To” (by default, the address from the email settings is used if not selected).
- From Name: Define the name of the sender. Options are identical to “To” (by default, the name from the email settings is used if not selected).
- Reply-To: Specify the email address to which replies should be sent. Options are identical to “To.”
By following this guide, you can precisely integrate the “Send Email” action into your workflows to control automated email sending.