Send Emails from Workflows

Automatically send emails when specific events occur in your CRM—welcome new contacts, follow up on opportunities, or notify team members.

Prerequisites

Before you can send emails from workflows:

1. Connect an email account under Settings → Accounts
2. Ensure the account has sending permissions enabled

Basic Email Workflow

Example: Welcome Email for New Contacts

Goal: Send a welcome email when a new person is added to the CRM.

Setup:

1. Create workflow: Go to Settings → Workflows and click + New Workflow

2. Add trigger: Select Record is Created → People

3. Add Send Email action:

   • Click + to add an action
   • Select Send Email
   • Configure the email:

4. Test and activate: Test with a sample record, then activate

Using Variables in Emails

Reference data from previous steps using {{variable}} syntax:

Hi {{trigger.object.firstName}},

Thank you for connecting with us!

Your company, {{trigger.object.company.name}}, is now in our system.

Best regards,
The Team

Available Variables from Triggers

Advanced: Conditional Emails

Example: Different Emails Based on Lead Source

Goal: Send different welcome emails based on where the lead came from.

Setup:

1. Trigger: Record is Created (People)

2. Add Filter action:

   • Condition: {{trigger.object.source}} equals "Website"
   • If true → continue to website welcome email

3. Branch for other sources:

   • Create parallel branches for different sources
   • Each branch has its own Send Email action

Sending Emails to Multiple Recipients

Example: Notify Team When Deal Closes

Goal: Email the sales rep and their manager when an opportunity is won.

Setup:

1. Trigger: Record is Updated (Opportunities, Stage = "Closed Won")

2. Search Records: Find the opportunity owner's manager

3. Send Email #1: To opportunity owner

   • To: {{trigger.object.owner.email}}
   • Subject: Congratulations on closing {{trigger.object.name}}!

4. Send Email #2: To manager

   • To: {{searchRecords.manager.email}}
   • Subject: Deal Won: {{trigger.object.name}}

Scheduled Follow-up Emails

Example: Follow Up 3 Days After Meeting

Goal: Send a follow-up email 3 days after a meeting is logged.

Setup:

1. Trigger: Record is Created (Activities, Type = "Meeting")

2. Delay action: Wait 3 days

3. Send Email:

   • To: Meeting attendee
   • Subject: Following up on our conversation
   • Body: Reference meeting details from trigger

Email Attachments

You can attach files to emails sent from workflows. The attachment is a static file that you upload when configuring the workflow.

How to Add an Attachment

1. In the Send Email action, click on the Attachments button
2. Click to upload a file from your computer
3. The file will be attached to all emails sent by this action

Common Use Cases

Best Practices

Email Content

• Keep subject lines concise and relevant
• Personalize with recipient's name
• Include a clear call to action
• Test emails before activating

Deliverability

• Don't send too many emails too quickly
• Use professional email signatures
• Avoid spam trigger words
• Ensure unsubscribe options for marketing emails

Troubleshooting

• Verify email account is connected and active
• Check recipient email address is valid
• Review workflow runs for error messages
• Test with your own email address first

Related

• Workflow Triggers
• Workflow Actions