Automated emails serve for automatic sending of emails when predefined conditions are met. This allows you to automatically inform a Account about a change in the status of a deal, send a thank you after completing a project, or notify your internal team.
In this article, we will go step by step through how to set up Automation with the action Send Email and how to customize it to your needs.
Creating a new automation
We will set up a sample Automation that automatically sends an Email with a thank you and a request for feedback to the Contact person when a Deal is closed as won.
Click on the top right your name and go to the Automation section.
In the Templates tab, you will now find a new section Automated Emails, where pre-prepared templates for various situations are available.
If you want to create a completely new automation, click on the top right button Create New Automation.
In the first step, you need to set the Trigger, which defines what will trigger the Automation. In our case, it is Deal » Deal stage id changed.
After setting the trigger, you need to specify who the email should be sent to - that is, retrieve the data from the Contact person linked to the Deal. Using the plus button, select the next step » Add Action » Contact » Retrieve contact field.
Before adding the actual sending of the email, you need to specify under what conditions will the next step take place. For this, use the Condition, which you add using the Add Condition button. In the condition settings, enter the required parameters.
Once you have set the Trigger, Conditions, and loaded the Contact, you can proceed to add the actual Action of sending the Email. Click on the Add Action » Send Email button.
In the email sending settings window, you must check the confirmation, that the email account can be used for automatic message sending. This step is mandatory – without it, the Email will not be sent.
Important: If the user does not check the consent of the email account owner in the Automation editor, the action can be saved and the Automation can be turned on, but at the moment of enforcing the Automation, the Email will not be sent and the Automation will end with an error.
If the user is to be the owner of outgoing automated emails, they need to have their Mail connected.
Email owner settings
Then, a new tab Automation will appear in the user's Settings Mail where it is necessary to Enable the use of the mailbox for sending automated emails. The action of sending the email will only be executed if the sender has this condition checked, that is, enabled.
In the Automation module, the user's mailbox will be displayed as available for sending automated emails. By enabling this feature, the user grants permission to all users who have the authority to create automations to use their email address for sending automated messages.