The Send Email automation allows you to automatically send emails when specific events occur in your CRM.
Automated follow-up emails help your team communicate consistently with prospects and customers, while reducing repetitive manual work.
Typical use cases include:
- Sending a welcome email when a new contact is created.
- Sending a follow-up email when a deal reaches a specific pipeline stage.
- Sending a thank-you email after a deal is won.
- Sending different messages based on customer information.
Before you begin
Before creating an email automation:
- Configure an SMTP server.
- If a sales rep has personal SMTP settings, those will be used first.
- If no personal SMTP settings are available, the system will use the SMTP settings configured for the user’s team.
If no SMTP server is configured, emails cannot be sent.
How it works
The Send Email automation can be triggered when:
- Deal is created
- Person is created
- Deal Stage changes
- Deal is updated
- Person is updated
You can also add one or more Conditions based on any customer field, allowing different emails to be sent depending on customer type, lead source, region, or other CRM information.
Example 1 – Welcome Email
Automatically send a welcome email when a new contact is added to the CRM.
Trigger
Person is created
Action
Send Email
This automation is useful when:
- A lead is converted into a contact.
- A new contact is manually created.
Example 2 – Follow-up after a Proposal
Automatically send a follow-up email when a deal reaches the Proposal Sent stage.
Trigger
Deal Stage changes
Condition
Pipeline stage = Proposal Sent
Action
Send Email
Use this automation to:
- Confirm that the proposal has been sent.
- Provide additional information.
- Invite the customer to schedule a meeting.
- Share helpful documents or resources.
Example 3 – Thank you after a Won Deal
Send a thank-you email when a deal is successfully closed.
Trigger
Deal is updated
Condition
Deal Status = Won
Action
Send Email
This is an effective way to thank customers, explain the next steps, or introduce the onboarding process.
Using Conditions
Conditions allow you to personalize automated emails.
For example, you can send different email templates based on:
- Customer type
- Lead source
- Country or region
- Industry
- Any custom field
This enables more relevant communication.
Each automation is executed only once per day for the same record, preventing duplicate emails if the same action is repeated multiple times.
Remember to activate the automation after saving it.