Workflow action: Send email

When it comes to workflows, there are different actions you can take, such as sending emails. Read more to find out how to automate the process of sending emails.

Sending emails

When sending emails, you can customize different fields and insert various placeholders. Follow these steps to get started:

• Go to Manage, New workflow, Name the workflow, and Select a trigger
• Press the Plus button and select Send email
• Fill in the different fields that correspond to the email that will be sent, such as the From Name, To, Subject, and Message
• Click Confirm

The From Name refers to the name of the person sending the email and not necessarily your email address.

The To section refers to the recipient’s email address. You can add many addresses if you use a comma to separate them.

The Subject is the subject of the email.

Lastly, the Message section refers to the content of the email. You can format the email and insert placeholders to personalize the content.

Placeholders

Placeholders vary based on the triggers that you have in place and the entity enrolled in the workflow. Below are the placeholders available per entity:

Partner team member

If you use the Partner invitation status changed trigger, the entity that enters the workflow will be a team member or someone in a partner team.

The following placeholders will be available:

From Name & Subject:

• Partner Name
• Team member’s first name
• Team member’s last name

To:

• Main contact’s email address
• Team member’s email address

Body:

• Main contact’s email address
• Partner name
• Team member activation URL
• Team member’s email address
• Team member’s first name
• Team member’s last name

Partner

For the Metric changed trigger, if you select Partner, the entity that will enter the workflow will be a Partner.

The following placeholders will be available:

From Name & Subject:

• Partner name
• Main contact’s first name
• Main contact’s last name

To:

• Main contact’s email address

Body:

• Main contact’s email address
• Partner name
• Main contact’s first name
• Main contact’s last name

Payout

In the case of a Payout validated trigger, the payout entity will enter the workflow. If you select Payout validated and send an email, the placeholder will differ as the context is a payout.

These are the placeholders that will be available:

From Name & Subject:

• Partner name
• Payout ID
• Payout name
• Total amount

To:

• Main contact’s email address

Body:

• Partner name
• Payout ID
• Payout name
• Total amount

Common use cases

Send follow-up emails for partners to activate the partner portal

To ensure new partner team members activate their account, you can use the Partner invitation status changed trigger; to send emails to team members who are yet to activate the partner portal.

You can write emails to send to a team member when the invitation status is still pending.

You could send them a follow-up email to remind them to accept the invitation.

Remind your partner to upload invoices for their payout

You can use the Payout validated trigger to remind your partner to upload invoices necessary for payouts.

Include the partner’s name and ask them to upload an invoice, which ensures that payouts are made quickly.

Detect partners that are not submitting leads

To automatically detect partners submitting insufficient leads in a period, you can use the Metric changed trigger on the Partner entity, select the metric “Submitted leads” and a period and set a condition like “Is less than 2”. If your partner has submitted less than two leads within the selected period, for example, last quarter, this workflow will be executed. In your workflow, you can send an automated email and ask your partner if they need help.