Set up a Workflow Action to Send Mails

Set up a Workflow action to send emails from Vtiger CRM.

Ruba

29 Dec, 2023 - Updated 10 months ago

Setting up the Send Mail Action

Workflows allow you to automate the process of sending emails. The Send Mail action lets you specify the sender, and receiver, and write the email body. The CRM sends an email to the recipient every time the workflow is triggered.

For instance, you can send automated thank-you emails to the leads generated through your website.

All you need to do is set up the workflow trigger as leads that are generated through the website and set up the email action.

In addition to the trigger and action, there are other components in a workflow that you must set up. To learn more about them, click here.

Using the example stated above, let us learn how to configure the workflow action. Follow these steps to set up the Send Mail action:

Accessing the workflow page:

Click the User Menu on the top right corner of the screen
Click the Settings button
Look for the Automation section
Select Workflows
Click the +New Workflow button
Select the Standard option

Entering the basic information:

Select the Target Module as Leads
Enter workflow name, status, etc

Select the workflow trigger:

Select this Workflow Trigger - Lead creation

Set up the workflow entry criteria:

Click the +Add Condition button
Enter the condition - Lead Source is Website by following the steps below -
- Select ‘Lead Source’ from the first drop-down and ‘is’ from the second
- Click on the text area on the right
- Select Raw text from the drop-down
- Click on Select an option
- Choose Website
- Click Save

Set up the action:

Click the Add Action drop-down
Select Send Mail

This opens a window where you must set up the email

Enter the Action Title
Enter the email information
- Note: To make it easy for you to understand, we have split the details to be specified in the email into the following five sections -
Click Save to save the email action
Click Save to save the workflow

Specifying From, Reply To, To addresses, and Subject

From: This is the sender’s email address. You have the following options to choose from:
- Enter a From address - Lets you enter an email address manually
- Helpdesk support email ID - Use the email address set up under Settings > Configuration > Email Settings as Helpdesk Email
- Assigned To: (Users) Primary Email - Use the email address of the user to whom the lead is assigned
- Last Modified By: (Users) Primary Email - Use the email address of the user who last modified the lead record (check the Last Modified By field in the lead record)
- Created By: (Users) Primary Email - Use the email address of the user who created the lead record (check the Created By field in the lead record)
Reply To: This is the email address that can be replied to by the leads. You have the following options to choose from:
- Enter a From address - Lets you enter an email address manually
- Helpdesk support email ID - Use the email address set up under Settings > Configuration > Email Settings as Helpdesk Email
- Assigned To: (Users) Primary Email - Use the email address of the user to whom the lead is assigned
- Last Modified By: (Users) Primary Email - Use the email address of the user who last modified the lead record (check the Last Modified By field in the lead record)
- Assigned To : (Users) Reports To - This is the email address of the user whom the case assignee reports to
To: This must contain the lead’s email address
Subject: This is the subject of the email. You can embed fields from the Leads module in the subject by choosing them from the drop-down on the right side

Embedding fields into the email body

Add Record Field: When you select a field from this drop-down, it gets embedded into the email body. The fields that are shown here are specific to the Leads module, such as Last Name, Primary Email, etc.
General Fields: The fields shown in this drop-down are general fields that do not belong to any module, such as Current Date, Current Time, Help Desk Support email, etc. These fields are useful in creating the email body.

Merging an email template with the email body

Add Merge Template: Enable the checkbox to merge an email template with the email body. You can merge the template in two ways:
- As a link - Inserts the email template link which in turn displays the template in the sent email.
- As an attachment - Inserts the email template as an attachment in the sent email.

Inserting documents into the email body

Insert Related Matching Documents: Enable the checkbox to add a document to the email. The document that you want to attach must be specified with the help of conditions.

For example, if you set up the condition - Document title equals to ‘Thank you note for leads’, then the link of the document that has the specified title gets embedded in the email.

Note: PDF files are added as links in emails and non-PDF files are added as attachments.

Inserting links and signature into the email body

You can attach files or insert documents or appointment links into the email body by clicking the Insert Links drop-down. Scroll down to the Rich Text Area to find the drop-down.

To learn more about documents, click here.

To learn more about appointment pages, click here.

Just above the Rich text Area, on the top right corner, you will find the Insert Signature option. The signature can be set up under My Preferences.

Note: You can attach a maximum of three files. The total file size must not exceed 25 MB.

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