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

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Prerequisites

Before you can send emails from workflows:
  1. Connect an email account under Settings → Accounts
  2. Ensure the account has sending permissions enabled

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Basic Email Workflow

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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:
FieldValue
To{{trigger.object.email}}
SubjectWelcome to {{Your Company Name}}
BodyHi {{trigger.object.firstName}}, ...
  1. Test and activate: Test with a sample record, then activate

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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

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Available Variables from Triggers

Trigger TypeCommon Variables
Record Created/Updated{{trigger.object.fieldName}}
Manual{{trigger.selectedRecord.fieldName}}
Webhook{{trigger.body.fieldName}}

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Advanced: Conditional Emails

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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

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Sending Emails to Multiple Recipients

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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}}

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Scheduled Follow-up Emails

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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

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Best Practices

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Email Content

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

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Deliverability

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

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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
Coming soon: Email attachments will be available in Q1 2026.