There are endless scenarios where you will need to send automated emails either internally or to external collaborators. This could be the case when you need to send a payment reminder to a client, or an auto-update to your manager, or simply to send minutes meeting to your team. This is all possible using Workiom powerful automation engine.

To send emails through Workioms, you first need to configure your SMTP client. To access the email settings, expand the "Administration" menu in the sidebar, choose "Settings", and then go to "Email (SMTP)".

Fill all the corresponding information as follow:

  • SMTP username: Your email address
  • SMTP password: Your email password
  • SMTP server address: Contact your network administrator to get the right address (for Gmail and G suite accounts: smtp.gmail.com)
  • Domain name: Contact your network administrator to get the right address (for Gmail and G suite accounts: smtp.gmail.com)
  • Gmail SMTP port (TLS): Contact your network administrator to get the right port but in most cases: 587
  • SMTP port (SSL): Contact your network administrator to get the right port, but in most cases: 465. Recommended to use SSL
  • SMTP TLS/SSL required: yes

If you are using a Gmail or G suite account, you need to issue an authorization for Workiom to access it, following these steps:

  1. Go to Gmail and open "Settings > Forwarding and POP/IMAP > IMAP Access > Allow."
  2. Go to google account and open "Settings" then "Security."
  3. Disable 2-factor Authentication
  4. The less secure app access should be ON

Once your email setup, you can now send automated messages with different triggers. Check how to define triggers and add conditions here: https://help.workiom.com/en/articles/3610491-automation.

In the action section, choose the option "Send Email", and then define the content of the email as follow:

  • To: the recipient email, it could be either a static value that you enter manually or an email value stored in the triggered record. When choosing "Dynamic" option, select the corresponding field from the dialogue box. For the dynamic option, the list to which the triggered record belongs to must include a field type "email".
  • CC: add another recipient to receive the email in copy.
  • Bcc: add another recipient to receive the email in blind copy.
  • Subject: Specify the email subject. You can enter dynamic text from the triggered record by typing "{{", and then select the corresponding field.
  • Subject: Specify the email subject. You can insert dynamic text from the triggered record by typing "{{", and then select the corresponding field.
  • Message Body: enter the content of the email as free text, or copy rich content from any text editor. You can also insert dynamic text from the triggered record by typing "{{", and then select the corresponding field.

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