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Send email

How-to8 minPractitioner

Before you start

A Send email step mails people as part of a workflow. Use it to tell a vendor that a contract is ready, or to tell a requester that a request was rejected.

When should I use Send email?

Section titled “When should I use Send email?”

Use it for a message that goes out when a path is reached. For a file attached to the email, make it first with Smart document.

Add a Send email step

Section titled “Add a Send email step”
  1. Click + and choose Send email. It sits in the Communicate group.
  2. Under From and to, choose From. Type or insert an address in To.
  3. Type the Subject. Use Insert data to add a value.
  4. Under Message, write the text in Design. Click Preview to see it with sample values.
  5. Optional: add CC, BCC, and files under Attachments.
A Send email step selected in Publish Contract. It is addressed to the vendor's Primary Contact Email with the subject Contract Ready.
    From is your own mail account or Beezr Notifications.
    To holds addresses or a field that holds one. Here, the vendor’s Primary Contact Email.
    The Subject can mix words and inserted data.
    Design, Preview and HTML are three views of the same message.

What do the settings do?

Section titled “What do the settings do?”
SettingWhat it does
FromA mail account, or Beezr Notifications (Beezr’s own address)
To, CC, BCCEach chip or address is one recipient
SubjectWords, inserted data, or a Smart Script
MessageDesign (text, tables, buttons, links, images), Preview, or HTML
LookBrand colour, Font (Clean or Classic) and Show a logo at the top
AttachmentsFile fields to attach
ValuesWhat each ${name} in the message prints

Add your own mail server and accounts under Mail Setup in account settings, then choose the account under From.

How do I repeat rows from a list?

Section titled “How do I repeat rows from a list?”

In the Design view, add a Table of rows. Choose the list it repeats over under Repeat for each row of, pick the columns, and turn on Show a total row if you need a total. The list must exist at this step, so load it first with Load data. Each table repeats its own list, and you can add as many as you like.

Worked example: tell the vendor

Section titled “Worked example: tell the vendor”

At the end of Publish Contract, Karim adds Send email. To is vendorProfile › Primary Contact Email. The Subject is Contract Ready. The message links to the contract with a Button.

What should I watch for?

Section titled “What should I watch for?”
  • Give every email at least one recipient. The run log shows the reason if a send needs attention.
  • Use public web addresses for images.
  • A message written as HTML opens in the HTML view.
  • Keep styles inline in HTML: most mail apps drop style blocks.

Check yourself

Sara needs BCC and an attachment on an email. What does she choose under From?
Show the answer

Her own mail account. Choose your own mail account under From when you need BCC or attachments.

A Send email step is inside a Loop with 8 rounds. How many emails go out?
Show the answer

8. Each email is sent once per run, and in a loop once per round.

What's next

Smart documentGenerate a PDF, Word or Excel file from a document template, fill its placeholders with record data and attach it to a record.Load dataLoad the records of a module into a named list, so later steps can read them, loop over them or save them in a batch.

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