An important part of automation is being able to send emails to anybody in the database as is required. When someone signs up with a webform on your website, you will want to send them a confirmation mail. If you want to create a double opt-in construction for email lists, you will need to send an opt-in email. This is all possible with the use of the Workflow Email node.
When you drag the Email Node into the Workflow, it will look like this:
The red animation (not shown in the picture above) shows that it still requires some input. Until that input is given, the Workflow will not be able to operate and you will not be able to save the Workflow.
When you hover your mouse over the icon, a pencil button will appear. Clicking this button opens up the edit window, which looks like this:
As you may expect, this node requires a little additional information before you can start sending emails! The different headers require different types of input, which are as follows:
- The ‘Template’ requires you to select the email template that is to be sent by the Email node;
- The ‘Title’ will simply be the name that is given to the node. This will make it easier to identify when looking at the workflow;
- Under Recipient, the ‘Type’ will allow you to select the recipient. Selecting ‘Executive’ allows you to immediately send an email to the sales executive responsible for the record that set off the workflow, while sending it to ‘Persons’ allows you to send it directly to the person that set off the workflow.
- Regardless of the Recipient type, you will need to select the Match variable that contains the email address that is supposed to receive the email.
- Finally, under Configuration, you will be able to set up the email. ‘Subject’ allows you to set the subject that the recipient will see in their inbox;
- The ‘Sender’ will be displayed as the name of the sender of the email in the recipients’ inbox;
- The ‘from_address’ will contain the email address that sent the email;
- The ‘reply_to’ will contain the email address that should receive any replies.
- Finally, the Template Variables will be filled based on the template that you choose.
For example, if we fill out the Email node with some sample data and the ‘Tony Test’ email template that we used last week, the edit window will look like this:
As you can see above, the ‘placeholder’ template variable that we inserted last week in the email template is now inserted in the ‘Template Variable’ list, showing that it still needs information to be able to properly insert data from the database. If you click on the pencil icon to the very right, a new window will open that allows you to define where the data should come from:
At the very top, you see the template variable that you are defining the field to choose for. Below that, choose the Workflow variable that contains the data that is to be inserted, and then choose the Field from the workflow variable that is to be inserted in the email.
With all that set up, simply click on ‘Ok’ to confirm your selection. This will fill out this template variable in the table, which looks like this:
This means that it is easy to identify which Template variables still require data to be set.
Now, with all fields filled out, it is a simple matter of clicking on ‘Ok’ at the bottom of the window to confirm the setup of your node. Now, with the Email node set up, you can once again save the Workflow.
Next week, we will continue the story of the different Workflow Nodes.