📘 Definition

The "Send email" action allows you to send professional and automated emails directly through a connected Microsoft Outlook account within your Zenphi flow. Whether you're emailing a colleague, notifying a team, or dispatching reports, this action gives you full control over how the email looks, who receives it, and which account sends it.

🔑 Key capabilities include:

• Customizable sender options — Send from your own address or a shared mailbox.
• Full message formatting — Supports rich text, HTML, or plain text emails.
• Attachment support — Easily include one or more files.
• Sent item tracking — Choose whether to save the email in your Outlook “Sent Items” folder.
• Flexible recipient configuration — Add recipients in To, Cc, and Bcc fields.

This action is ideal for automating communication across approvals, reporting, notifications, or any process where email delivery is needed mid-flow.

💡 Example Use Cases

1. Approval NotificationsAutomatically notify a manager or approver when a new request is submitted in a form or system.

2. Send Reports with AttachmentsDispatch weekly or monthly reports (e.g., PDFs or Excel files) to stakeholders, attached directly from earlier actions like "Generate PDF" or "Get file".

3. Error or Exception AlertsInform IT or operations staff via email if a flow encounters a fault or unexpected data issue.

4. Automated Welcome EmailsSend a personalized welcome email to new employees or customers as soon as they are added to your system.

5. Internal Workflow RemindersRemind staff to complete a task, submit documentation, or follow up on open items as part of a larger flow.

Inputs

1. ConnectionThe Microsoft Outlook account connection through which the email will be sent. This connection provides the necessary authentication and access to send emails on behalf of the specified user.

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2. Sender DetailsConfigure who the email is sent from.

Send from Different Account: Enable this option if you want to send the email from an address different from your personal default.

• From: When the above option is enabled, specify the email address (such as a shared mailbox) that will appear as the sender.

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3. DetailsThis section allows you to define the content and recipients of the email:

• Subject: The email's subject line that summarizes the email's purpose.
• To: The primary recipient(s) email addresses.
• CC: Optional carbon copy recipients who will also receive the email.
• BCC: Optional blind carbon copy recipients whose addresses are hidden from other recipients.
• Format: Choose the email body format—Rich Text, HTML, or Plain Text.
• Body: The main content of the email, which supports the chosen format.
• Attachments: Files to include with the email, such as documents or images.
• Save to Sent Items: Enable this checkbox if you want the sent email to be saved in the Outlook Sent Items folder for record-keeping.

Example

Suppose your company receives order requests through an online form. You want to automatically notify the sales team and confirm receipt with the customer every time a new order comes in.

Here’s how you could set it up using the Send Email action:

1. Trigger: The flow starts when a new order form is submitted.

2. Send Email Action:

   • Sender Details: Use your company’s shared sales email address by enabling Send from Different Account and specifying the shared mailbox email.

   • Details:

     • To: The customer’s email from the form data to send a confirmation.
     • CC: The sales manager’s email to keep them informed.
     • Subject: “Order Confirmation – Thank you for your purchase”
     • Body: Include order details pulled dynamically from the form submission.
     • Attachments: Attach any necessary order documents or terms.
     • Save to Sent Items: Enabled to keep a record of sent emails.

3. Outcome: Customers immediately receive a professional confirmation, and your sales team stays updated without manual email handling.

This setup shows how Send Email can streamline communication and improve workflow efficiency in everyday business scenarios.