Send custom email on step complete
Overview
You can automatically send a custom email whenever a workflow step completes. The recipient can be taken from a data collection field, and both the subject and body can include tokens to personalize the message. You can also set a specific reply-to address or leave it blank to use the default.
Configure email on step completion
- Open the step where you want to trigger the email when it completes.
- Enable the option to send an email on completion.
- Recipient: select the data collection field that contains the recipient's email address. This allows the email to be sent to the address stored in that field for the current run.
- Reply-To: set your own email address if you want replies directed to you, or leave this field blank to use the default.
- Subject: enter the email subject. You can insert tokens (variables) here, including those from run data or data collection fields.
- Body: compose the email body and insert tokens from run data or data collection fields to personalize the message.
- Save the step configuration.
- Test by completing the step to verify that the email is sent with the configured subject and body.
Tokens you can use
You can personalize the email by inserting tokens. Tokens come from two sources:
Run-related tokens
- Tokens based on data related to the current run (e.g., run date, run ID, step name, etc.).
Data collection field tokens
- Tokens drawn from data collection fields in the workflow (e.g., recipient email, customer name, order number, etc.).
Tips
- Ensure the recipient data collection field actually contains a valid email address before completing the step.
- Keep the subject concise and relevant to the step being completed.
- Test the configuration with a non-production run if possible to verify formatting and delivery.
Troubleshooting
- Check that the data collection field used for the recipient has a value.
- Verify the step's email-on-completion setting is enabled.
- Review delivery logs or email service status for any errors related to the email.