Send Email - Synthreo Builder

Purpose

The Send Email node enables automated email delivery within ThreoAI workflows. It supports both simple notifications and dynamic, templated emails, making it useful for customer communication, order confirmations, appointment reminders, and team notifications.

Use this node whenever a workflow step needs to send an email - whether that is notifying a customer of a completed action, alerting a team member to a new task, or delivering a report generated by an earlier workflow step.

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Inputs

• Dynamic Data: Email addresses, subject lines, and message bodies can be pulled from previous nodes using {{variableName}} syntax.
• Supports multiple recipients and CC addresses.

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Outputs

The node returns confirmation of successful email delivery or an error message.

Output Format (example):

{
  "email_status": "sent",
  "recipient": "user@example.com"
}

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Parameters

Recipient Settings

Name	Field Name	Type	Required	Default	Description
To Email	toEmail	Text	Yes	Empty	Primary recipient email address. Supports static values or dynamic variables from upstream nodes.
CC Email	toEmailCc	Text	No	Empty	Additional recipients to be copied on the email. Separate multiple addresses with commas.

Content Settings

Name	Field Name	Type	Required	Default	Description
Subject	subject	Text	Yes	Empty	Subject line for the email. Supports dynamic variables.
Body	body	Rich text	Yes	Empty	Main content of the email. Supports HTML formatting and {{variableName}} placeholders.
Template Engine	templateEngine	Dropdown	No	Simple Variables	Defines how placeholders in the body are processed at send time.

Template Engine Options

Option	Description
Simple Variables	Replaces {{variableName}} placeholders with values from upstream node output. Suitable for most use cases.
Advanced Templates	Enables more complex templating logic including conditionals and loops for sophisticated email layouts.

Custom SMTP Settings

By default, the node sends email using the platform’s shared mail service. To send from your own domain and improve deliverability, enable Custom SMTP.

Name	Field Name	Type	Required	Default	Description
Custom SMTP	customSmtp	Toggle	No	Off	When On, sends email via your own SMTP server instead of the default shared service.
SMTP Host	smtpHost	Text	Required if custom SMTP	Empty	SMTP server address (for example, smtp.gmail.com or smtp.yourdomain.com).
SMTP Username	smtpUser	Text	Required if custom SMTP	Empty	Username for the SMTP account, typically the sending email address.
SMTP Password	smtpPass	Password	Required if custom SMTP	Empty	SMTP account password. Use app-specific credentials where available.
SMTP Port	smtpPort	Number	Required if custom SMTP	587	Communication port for the SMTP server. Common values: 25, 465, 587, 2525.
From Email	customFromEmail	Text	No	Empty	Sender address displayed in the recipient’s inbox. If left empty, defaults to the SMTP username.

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Common SMTP Configuration Examples

Provider	SMTP Host	Port	Notes
Gmail	smtp.gmail.com	587	Requires an app-specific password when 2FA is enabled
Outlook / Office 365	smtp.office365.com	587	Use your full Microsoft 365 email address as username
Amazon SES	email-smtp.us-east-1.amazonaws.com	587	Requires SES SMTP credentials, not IAM credentials
SendGrid	smtp.sendgrid.net	587	Use apikey as the SMTP username and your API key as the password

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Using Dynamic Variables

Both the Subject and Body fields support dynamic variables that are replaced with actual values at send time. Reference any property from the upstream node’s output using double curly braces:

Subject: Order Confirmation - #{{orderNumber}}

Body:
Hi {{customerName}},

Thank you for your order. Your order #{{orderNumber}} has been confirmed.

Estimated delivery: {{deliveryDate}}

The Simple Variables template engine replaces each {{variableName}} with the corresponding value from the workflow data row. If a variable is not found, it is left blank.

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Example Usage

• Customer Welcome Email: Send a personalized welcome message when a new account is created, using {{firstName}} and {{accountDetails}} variables.
• Order Confirmation: Email order and tracking details to customers, with CC to the fulfillment team. Reference {{orderNumber}}, {{trackingUrl}}, and {{estimatedDelivery}}.
• Appointment Reminder: Notify patients of upcoming appointments 24 hours in advance using {{patientName}}, {{appointmentTime}}, and {{clinicAddress}}.
• Support Ticket Updates: Alert customers and internal staff when a ticket status changes, referencing {{ticketId}} and {{newStatus}}.
• Workflow Error Alert: Notify a team when a workflow encounters an error, passing the error details as variables to the email body.

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Step-by-Step Configuration

Basic Email Setup

1. Drag the Send Email node onto your workflow canvas and connect it to the node that provides recipient and content data.
2. Click the node to open settings.
3. Enter the recipient address in To Email. Use {{emailAddress}} to reference a field from the upstream node.
4. Optionally add CC recipients in CC Email.
5. Enter the Subject line.
6. Enter the email Body. Use the rich text editor for formatting and insert {{variableName}} placeholders where dynamic content is needed.
7. Save and run a test to confirm the email is delivered.

Configuring Custom SMTP

1. Enable the Custom SMTP toggle.
2. Enter your SMTP server address in SMTP Host.
3. Enter your sending email address in SMTP Username.
4. Enter your password or app-specific password in SMTP Password.
5. Set the SMTP Port (587 for most providers using TLS).
6. Optionally enter a From Email address if it differs from the username.
7. Save the configuration and send a test email to verify the SMTP connection.

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Troubleshooting

Issue	Likely Cause	Resolution
Email not delivered	Recipient address is incorrect or domain does not exist	Verify the email address value from the upstream node. Check for formatting errors such as missing @ or domain.
Authentication failed	SMTP credentials are wrong or app-specific password is needed	Re-enter SMTP credentials. Enable app-specific passwords if the provider requires them (Gmail, Yahoo).
Emails go to spam	Sending from a shared or unverified domain	Configure Custom SMTP with your own domain. Set up SPF and DKIM DNS records for that domain.
Variables not replaced	Variable name in body does not match the upstream property name	Check the exact property key from the upstream node’s output and update the placeholder to match.
SMTP connection refused	Incorrect port or firewall blocking outbound SMTP	Verify the port number and confirm outbound SMTP is allowed from the workflow server. Try port 465 or 2525 as alternatives.
CC recipients not receiving	Multiple CC addresses not properly formatted	Separate multiple CC addresses with commas and no extra spaces.

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Best Practices

• Use short, clear subject lines (under 60 characters) to improve open rates and ensure subjects are not truncated on mobile devices.
• Apply dynamic variables ({{customerName}}, {{orderNumber}}) to personalize emails, which improves engagement and reduces the appearance of generic automated messages.
• Configure Custom SMTP with your business domain for better deliverability and to ensure emails appear to come from your organization rather than a generic shared sender.
• Set up SPF and DKIM authentication records in your domain’s DNS settings to reduce spam filtering and improve trust.
• Avoid spam-trigger words in subject lines and body content (for example, “FREE”, “URGENT”, “Click here”).
• Store SMTP credentials securely by using the Password field type and rotating credentials periodically. Do not pass credentials as plain text through earlier nodes.
• Test the full email with all variable substitutions before deploying to production to confirm formatting and content appear as expected.

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Related Nodes

• Email Receiver - for receiving and processing inbound emails as part of the same workflow.
• Office 365 - for sending emails via an authorized Outlook account using Microsoft Graph instead of SMTP.
• Send SMS - for delivering short text message notifications as a complement to email communication.