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Workflow Action: Send Email

Learn how to use the Send Email action in your Stack workflow to automate and personalize email communication with your contacts. This guide will walk you through the benefits, setup process, and provide an example to help you get started. Enhance your email automation and improve customer engagement effortlessly.

Table of Contents​

  1. What is the “Send Email” Workflow Action?
  2. Key Benefits of Using the “Send Email” Action
  3. Step-by-Step Process for Using the “Send Email” Workflow Action
  4. Example: Sending a Booking Confirmation Email

What is the “Send Email” Workflow Action?​

The Send Email action in your automation workflow allows you to send personalized and automated emails to your contacts at the right time. This action is crucial for marketing, customer service, and follow-up processes, ensuring your communication is timely, effective, and personalized. Whether confirming bookings, sending promotional offers, or notifying customers about updates, the Send Email action streamlines your communication.

Key Benefits of Using the “Send Email” Action​

  1. Timely Communication: Automate email sending to ensure your contacts receive messages at the most appropriate moments without manual effort.
  2. Personalization: Customize email content using dynamic fields like the recipient’s first name or appointment details to make each message more engaging.
  3. Improved Customer Experience: Automatically send confirmation emails, reminders, or follow-ups to enhance customer satisfaction and reduce miscommunication.
  4. Time-Saving: Use email templates and automated workflows to minimize manual email sending, saving time and ensuring consistency.
  5. Flexibility: Attach files, use custom templates, and modify email content to suit your business needs.

Step-by-Step Process for Using the “Send Email” Workflow Action​

  1. Add the “Send Email” Action to Your Workflow

    • Open your workflow editor and drag the Send Email action to the appropriate point (e.g., after a trigger like a booking or form submission).

  2. Configure the Action Name

    • Assign a clear, descriptive name for the action (e.g., “Booking Confirmation Email”) to easily identify it in the workflow.

  3. Fill in Sender Details

    • From Name: Enter the name that will appear as the sender (e.g., “My Company”).
    • From Email: Input the email address from which the email will be sent (e.g., “mycompany@email.com”).

  4. Create the Subject Line

    • Enter a relevant subject line that gives the recipient an idea of the email content (e.g., “Thank You for Booking with Us!”).

  5. Choose or Create the Email Body

    • Templates: Select an email template from the dropdown (optional). If no template is available, write a custom message in the Email Body field.
    • Email Body: Create your email body here. Use custom values to personalize the message. For example: 
      Hi `{{contact.first_name}}`, Thank you for booking with us! Your appointment is scheduled for `{{appointment.start_time}}`.

  6. Add Attachments (Optional)

    • Attach files to the email if necessary, such as booking confirmations or product details. Attachments can be included via URLs.

  7. Test the Email

    • Before finalizing, send a test email. Enter an email address in the Test Emails field and click Send Test Mail to ensure the content and formatting are correct.

  8. Save and Activate the Action

    • Once satisfied with the configuration, click Save Action. The email will now be sent automatically when the workflow reaches this step.

  9. Cc/Bcc in Email Action

    • Add cc/bcc fields by clicking on the cc/bcc buttons. When clicked, the respective fields will populate.

Example: Sending a Booking Confirmation Email​

Let’s walk through an example of using the Send Email action to send a booking confirmation email to customers who book an appointment.

  1. Trigger: The workflow begins when a customer makes a booking.
  2. Action: Add the Send Email action to send a confirmation email to the customer.
    • Action Name: Booking Confirmation Email
    • From Name: My Company
    • From Email: mycompany@email.com
    • Subject: Thank You for Booking with Us!
    • Email Body: 
      Hi `{{contact.first_name}}`,
      Thank you for booking with us! Your appointment is scheduled for `{{appointment.start_time}}` on `{{appointment.only_start_date}}`.
      We look forward to seeing you soon!
  3. Attach Files (Optional): Add any relevant documents (e.g., a PDF with additional appointment details).
  4. Test the Email: Send a test email to check the content.
  5. Save and Activate: Save the email action in your workflow, and it will automatically be sent when a booking is made.

Points to Remember for Cc/Bcc​

  • You can add cc, bcc, or both in the Email action.
  • Cc and Bcc emails will not be reflected in the Email Stats.
  • The Test Email feature will not work for Cc/Bcc Emails.
  • Success and failure depend only on the Contact Email (to email) and not Cc/Bcc Emails.
  • You can add multiple cc/bcc emails, separated by commas.
  • If one of the cc/bcc emails is invalid, it will be skipped, but other valid emails will go through.
  • Both fields are non-mandatory.