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Email Actions

Email actions are used to send an email to a user, email address, or team of users based on a template. The email template is composed with the Email wizard, just like the one used to send an email from a record or table view. For more information about creating email templates, see Sending Emails. For more information about setting up email to send from records or the table view, see Implementing Outbound Email.

Useful to Know

  • Emails within email actions can be addressed to multiple recipients who are selected based on the User, Team, or Email fields in the record. They can also be addressed to specific, hard-coded email addresses, but this method is not recommended.
  • Emails can contain specified fields from the record, attachments, and multiple hyperlinks, which allow the recipient to log in and either edit or view the record.
  • Emails can be sent in either HTML or plain text format.
  • When an Email action is run on several records, the results can be sent individually or collated into a single email containing all of the relevant records.
  • Emails sent to a team are sent to the individual members of that team, using the permissions of each individual. However, if the "Allow emails to be sent to this team" field in the team's record is set to No, the email is not sent at all.

Create an Email Action

You can find the Actions wizard with several different navigation paths, but the easiest is to select Setup [Table Name] from the left pane for the table where you wish to create your action.

  1. Select the Actions tab in the Table wizard.
  2. Click Create Email/SMS Action.
  3. On the General tab, name your action and give it a description. 

    Once your action is saved the system automatically adds an E: before your given title to distinguish the action as Email or SMS.

  4. Choose whether you want to send the message through email or SMS message.
  5. Navigate to the Message tab and either select an existing template or create a new template.
  6. Click Finish.

Example

When creating an Email action, you can create a message using an existing template by going to Insert > Populate from template and choosing the template. For example, choosing the "Email Contract Owner about renewal date" action results in a message that already contains predefined text and variables, as well as a link to update the contract record. When the action runs, the variables are populated with their appropriate values.