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Send Email

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Definition

The Send Email action allows you to send emails directly within your Zenphi workflow using a specified mail provider. This action supports features such as specifying recipients (To, CC, BCC), customizing the subject and body, attaching files, and choosing whether the body is in plain text or HTML format. It simplifies automated communication by sending a "no-reply" email on behalf of Zenphi, making it ideal for notifications, confirmations, or any email-based interaction within your workflow. Key capabilities include flexibility in recipient management, support for attachments, and the ability to format email content for different use cases.

Important Notes

The email sent using this action will originate from [email protected], which is a no-reply address. This means recipients cannot respond directly to this email. It is best suited for sending notifications, alerts, or updates where a reply is not required. If you need recipients to respond, consider providing a different reply-to address or using other communication methods.

Example Use Cases

1. Sending Notifications

Automatically send notifications to team members when a workflow reaches a specific stage, such as task completion or form submission.

2. Approval Requests

Send an email to stakeholders requesting their approval for a document, budget, or other critical decisions.

3. Daily or Weekly Reports

Automate the delivery of summary reports, such as sales updates or task progress, to relevant recipients.

4. Error Alerts

Notify administrators or support teams when a workflow encounters errors or specific exceptions.

5. Customer Communication

Send automated confirmation emails to customers after they complete a form or place an order.

6. Event Reminders

Schedule and send reminders for meetings, deadlines, or events to ensure recipients are informed in advance.


Inputs

1. To

Specify the email addresses of the primary recipients. You can enter multiple email addresses separated by commas.

2. CC

(Optional) Provide email addresses to send a carbon copy of the email. These recipients will receive a copy of the email, and their addresses will be visible to all recipients.

3. BCC

(Optional) Add email addresses to send a blind carbon copy of the email. These recipients will receive the email, but their addresses will not be visible to other recipients.

4. Reply-To Address

(Optional) Enter an email address where recipients can send their replies. This is useful for redirecting responses to a specific address other than the sender's default address.

5. Subject

Provide the subject line for the email. This should be concise and informative to convey the purpose of the email.

6. HTML Body

Enable this checkbox if the email body contains HTML content. This allows you to include formatted text, images, links, and other rich content in the email.

7. Body

Write the content of the email here. If "HTML Body" is enabled, this field should contain HTML-formatted content. Otherwise, it will be treated as plain text.

8. Attachments

(Optional) Add files to be sent as email attachments. You can upload one or more files, such as PDFs, images, or documents.


Step-by-Step Guide

Follow these steps to configure and use this action effectively in your Zenphi flow:

1. Drag and Drop the Action

  • Add the "Send Email" action from the "User Interactions" category to your flow.
  • Place it at the desired point in the flow where the email needs to be sent.

2. Configure the Recipients

  • To: Enter the email addresses of the primary recipients (e.g., [email protected]).
  • CC: (Optional) Add email addresses for carbon copy recipients (e.g., [email protected]).
  • BCC: (Optional) Include email addresses for blind carbon copy recipients (e.g., [email protected]).

3. Set the Reply-To Address

4. Define the Subject

  • Provide a meaningful subject line (e.g., Weekly Project Update).

5. Enable HTML Body (If Applicable)

  • If your email content is in HTML format, check the "HTML Body" checkbox.

6. Write the Email Content

  • Use the Body field to enter your email content.
    • For plain text emails: Write the message directly.
    • For HTML emails: Paste your HTML code here.

7. Attach Files (Optional)

  • If needed, upload one or more files in the Attachments field (e.g., a PDF report or an image).

8. Test the Configuration

  • Run your flow to ensure the email is sent correctly and reaches the intended recipients.
  • Check the email content, recipients, and attachments for accuracy.

9. Review the Output

  • After execution, the action will return the Id of the sent email. You can use this Id for tracking or logging purposes.

By completing these steps, you will have successfully configured the "Send Email" action in your flow.


Outputs

The "Send Email" action provides the following output:

Id

  • Description: The unique identifier of the email message sent.
  • Purpose:
    • Useful for tracking or referencing the specific email in logs or records.
    • Can be used in subsequent steps of the flow to log email activity or verify successful delivery.

This output ensures you have a reliable way to monitor and manage email-related actions in your automation flow.

Example

Imagine you're automating an approval process for leave requests. After a manager approves or rejects a request, you want to notify the employee of the decision via email.

  1. Use the "Send Email" action to draft and send an email to the employee's address.
  2. Populate the To field with the employee's email.
  3. Include the decision in the Body field, such as "Your leave request has been approved."
  4. Optionally, attach any supporting documents or notes using the Attachments field.

This ensures timely communication and keeps the employee informed without manual intervention.

Updated 3 days ago