How to Configure the Email Sending Action

Configuring email sending in automations is a practical way to keep customers, teams, and users informed whenever specific events occur. This action can be used for internal notifications, alerts, or external communications, ensuring speed and consistency.

1st Step: Accessing the Automations Administration Module

In the lower left side menu, click “Automations” to view the list.

2nd Step: Creating or Editing an Automation

Click “New Automation” to create a rule or select an existing automation to edit.

3rd Step: Defining Entity and Event

Select the Entity that will be monitored (e.g., Pipeline Cards, Database Records, Tasks, or Users).  Choose the Event that will trigger the automation:

• Create
• Update
• Delete
• Move
• Task Completed
• All Tasks Completed Each entity has its own events that can be used depending on the context.

4th Step: Selecting the Action

In the “Action” field, choose “Send Email”.

5th Step: Applying Conditions (Optional)

If necessary, add conditions to restrict when the email should be sent. Configure:

• Field: which data will be evaluated.
• Operator: how the comparison will be made (equal, not equal, contains, does not contain, greater than, less than).
• Value: the parameter used in the comparison.

6th Step: Configuring Email Fields

When selecting “Send Email”, the Settings section will be displayed. Fill in the fields:

• From (Sender): email address that will appear as the sender.
• To (Recipient): recipient email address. You can use variables to fill this automatically.
• Subject: email title.
• Message: email body, with support for formatted text, links, and dynamic variables (e.g., customer name, order number).

(Optional) You can use dynamic variables in the “From”, “To”, “Subject”, and “Message” fields to automatically personalize the email. Click the (x) icon next to the field to insert variables such as “Full Name” or “Order Number”, represented as {cf_uuid_full_name} and {cf_uuid_order_number}, which will be replaced with real data from the card or record during execution.

7th Step: Saving the Automation

After configuring all fields, click “Create Automation”.

The email will be sent automatically whenever the configured event and conditions are met.

Best Practices:

• Use custom field variables to personalize the message.
• Avoid using generic recipients in critical automations.
• Test the automation in a sample scenario before applying it in production.
• Review the subject and message to ensure clear communication.

Conclusion:

You have learned how to configure the email sending action in an automation, from selecting the entity and event to filling in the message fields. This feature helps keep communication efficient and standardized within octapipe. If you have any questions, contact our support team.