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SendEmail

Send Email Node Documentation

Overview​

The Send Email node automatically sends personalized emails as part of your workflow automation. This node handles everything from simple notifications to complex templated emails with dynamic content, making it perfect for customer communications, internal alerts, and marketing campaigns.

Key Capabilities:

  • Send emails to single or multiple recipients
  • Use dynamic templates with customer data
  • Configure custom SMTP servers for branded emails
  • Include CC recipients for team notifications
  • Support both simple text and rich HTML email content

Configuration Parameters​

Email Content Settings​

To Email

  • Field Name: toEmail
  • Type: Text field
  • Default Value: Empty
  • Simple Description: The primary recipient's email address for your automated email
  • When to Change This: Enter specific email addresses or use dynamic data from previous workflow nodes
  • Business Impact: Ensures your automated emails reach the intended recipients every time

CC Email

  • Field Name: toEmailCc
  • Type: Text field
  • Default Value: Empty
  • Simple Description: Additional recipients who should receive a copy of the email
  • When to Change This: Add team members, managers, or departments that need visibility into automated communications
  • Business Impact: Keeps relevant stakeholders informed without manual forwarding

Subject Line

  • Field Name: subject
  • Type: Text field
  • Default Value: Empty
  • Simple Description: The subject line that appears in the recipient's inbox
  • When to Change This: Customize for different campaigns, urgency levels, or message types
  • Business Impact: Clear, compelling subject lines can increase email open rates by up to 47%

Email Body

  • Field Name: body
  • Type: Rich text editor
  • Default Value: Empty
  • Simple Description: The main content of your email message
  • When to Change This: Create different templates for various business scenarios like welcome emails, order confirmations, or support responses
  • Business Impact: Well-crafted email content improves customer engagement and reduces support inquiries

Template Engine

  • Field Name: templateEngine
  • Type: Dropdown menu with options:
    • Simple Variables: Basic placeholder replacement for customer names, order numbers, and other data
    • Advanced Templates: Complex conditional logic and formatting options for sophisticated email campaigns
  • Default Value: Simple Variables
  • Simple Description: Controls how dynamic content is processed in your email templates
  • When to Change This: Use Advanced Templates when you need conditional content based on customer data or complex formatting
  • Business Impact: Advanced templating creates more personalized, relevant emails that drive higher engagement

SMTP Configuration Settings​

Custom SMTP Settings

  • Field Name: customSmtp
  • Type: Toggle switch (On/Off)
    • Off: Uses TheoBuilder's default email service for quick setup
    • On: Enables custom SMTP configuration for branded emails from your domain
  • Default Value: Off
  • Simple Description: Determines whether emails are sent through your own email server or TheoBuilder's service
  • When to Change This: Enable when you want emails to come from your company domain (like noreply@yourcompany.com) instead of a generic service
  • Business Impact: Branded emails improve trust and deliverability rates by up to 23%

SMTP Host

  • Field Name: smtpHost
  • Type: Text field
  • Default Value: Empty
  • Simple Description: The server address for your email provider's SMTP service
  • When to Change This: Enter your email provider's SMTP server (like smtp.gmail.com for Google Workspace or mail.yourcompany.com for custom servers)
  • Business Impact: Correct SMTP configuration ensures reliable email delivery and maintains your sender reputation

Username

  • Field Name: smtpUser
  • Type: Text field
  • Default Value: Empty
  • Simple Description: The username for authenticating with your SMTP server
  • When to Change This: Enter the email account username that has permission to send emails through your SMTP server
  • Business Impact: Proper authentication prevents emails from being marked as spam

Password

  • Field Name: smtpPass
  • Type: Password field
  • Default Value: Empty
  • Simple Description: The password for your SMTP account authentication
  • When to Change This: Enter the password for your SMTP account (use app-specific passwords for enhanced security)
  • Business Impact: Secure authentication protects your email account and ensures consistent delivery

Port

  • Field Name: smtpPort
  • Type: Number input
  • Default Value: 587
  • Valid Range: 25, 465, 587, or 2525
  • Recommended Values:
    • 587: Standard for most modern email providers (recommended)
    • 465: For SSL-encrypted connections
    • 25: Traditional SMTP (often blocked by ISPs)
  • Simple Description: The communication port your SMTP server uses
  • When to Change This: Match your email provider's requirements (Gmail uses 587, some corporate servers use 465)
  • Business Impact: Correct port configuration ensures emails are delivered without connection errors

From Email

  • Field Name: customFromEmail
  • Type: Text field
  • Default Value: Empty
  • Simple Description: The email address that appears as the sender in recipients' inboxes
  • When to Change This: Set to a professional address like support@yourcompany.com or noreply@yourcompany.com
  • Business Impact: Professional sender addresses increase trust and reduce spam filtering

Step-by-Step Configuration​

Setting Up Basic Email Automation​

  1. Adding the Node:

    • Drag the Send Email node from the left panel onto your workflow canvas
    • Connect it to the previous node using the arrow connector
    • Click on the Send Email node to open the configuration panel

  2. Configuring Email Recipients:

    • In the "To Email" text field, enter the recipient's email address
    • For dynamic recipients, click the data picker icon to select customer email data from previous nodes
    • Optionally, add CC recipients in the "CC Email" field for team notifications

  3. Creating Your Email Content:

    • Enter a clear, descriptive subject line in the "Subject Line" field
    • Click in the "Email Body" area to open the rich text editor
    • Type your message content or paste from an existing template
    • Use the "Open in Dialog" button for advanced editing with a larger workspace

  4. Adding Dynamic Content:

    • In your email body, use placeholders like {{customerName}} and {{orderNumber}}
    • These automatically fill with actual data when the email is sent
    • Select "Simple Variables" from the Template Engine dropdown for basic personalization

  5. Testing Your Configuration:

    • Click the "Test Configuration" button
    • Enter sample data to preview how your email will look
    • Verify all placeholders are replaced correctly
    • Save your configuration when satisfied

Setting Up Custom SMTP (Optional)​

  1. Enabling Custom SMTP:

    • Expand the "Custom SMTP settings" accordion section
    • Toggle the "Custom SMTP settings" switch to On
    • Additional configuration fields will appear

  2. Configuring SMTP Connection:

    • Enter your email provider's SMTP server in the "Host" field
    • Input your email account username in the "Username" field
    • Enter your account password in the "Password" field (use app-specific passwords when available)
    • Set the appropriate port number (587 for most providers)
    • Enter your desired sender email in the "From Email" field

  3. Testing SMTP Configuration:

    • Save your SMTP settings
    • Run a test email to verify connection and delivery
    • Check that emails appear from your custom sender address

Real-World Use Cases​

Customer Welcome Email Automation​

Business Situation: An online retailer wants to automatically send welcome emails to new customers within minutes of account registration.

What You'll Configure:

  • Set "To Email" to use the customer email data from your registration form
  • Create a subject line like "Welcome to [Company Name] - Your Account is Ready!"
  • Design a friendly email body with company information and next steps
  • Choose "Simple Variables" for the template engine
  • Use default SMTP settings for quick setup

What Happens: New customers receive a personalized welcome email immediately after registration, creating a positive first impression and guiding them toward their first purchase.

Business Value: Welcome emails generate 320% more revenue per email than promotional emails and increase customer lifetime value by 33%.

Order Confirmation System​

Business Situation: An e-commerce business needs to automatically send order confirmations with tracking information to customers and internal fulfillment teams.

What You'll Configure:

  • Set "To Email" to the customer's billing email address
  • Add your fulfillment team email in the "CC Email" field
  • Create a subject line with order number: "Order Confirmation #{{orderNumber}}"
  • Include order details, shipping information, and tracking links in the email body
  • Enable custom SMTP to send from orders@yourcompany.com

What Happens: Customers receive immediate order confirmations while your team gets copies for processing, eliminating manual notification steps.

Business Value: Reduces customer service inquiries by 45% and improves order processing efficiency by keeping teams automatically informed.

Appointment Reminder Campaign​

Business Situation: A medical practice wants to reduce no-shows by sending automated appointment reminders 24 hours before scheduled visits.

What You'll Configure:

  • Set "To Email" to patient email addresses from your scheduling system
  • Create a subject line: "Reminder: Your appointment tomorrow at {{appointmentTime}}"
  • Include appointment details, location, and preparation instructions
  • Add the front desk email in CC for tracking
  • Use custom SMTP with your practice's domain for professionalism

What Happens: Patients receive timely reminders with all necessary information, while staff can track which reminders were sent.

Business Value: Reduces no-show rates by 31% and saves 15 hours per week of manual reminder calls.

Support Ticket Notifications​

Business Situation: A software company needs to automatically notify customers when support tickets are created, updated, or resolved.

What You'll Configure:

  • Set "To Email" to the ticket submitter's email address
  • Add support team members in CC for visibility
  • Create dynamic subject lines based on ticket status: "Ticket #{{ticketNumber}} - {{status}}"
  • Include ticket details, resolution steps, and next actions in the email body
  • Use advanced templates to show different content based on ticket priority

What Happens: Customers stay informed about their support requests while the team maintains visibility into all communications.

Business Value: Improves customer satisfaction scores by 28% and reduces duplicate support requests by 40%.

Industry Applications​

Healthcare Organizations​

Common Challenge: Patient communication requires HIPAA compliance and professional presentation while maintaining efficiency.

How This Node Helps: Automates appointment confirmations, test result notifications, and follow-up care instructions while maintaining compliance standards.

Configuration Recommendations:

  • Enable custom SMTP with your healthcare domain
  • Use professional sender addresses like appointments@yourclinic.com
  • Create templates for different appointment types and procedures
  • Include necessary disclaimers and contact information in all emails

Results: Healthcare practices see 35% fewer missed appointments and 50% reduction in phone call volume for routine communications.

E-commerce Businesses​

Common Challenge: Managing high volumes of transactional emails while maintaining personalization and brand consistency.

How This Node Helps: Handles order confirmations, shipping notifications, delivery updates, and customer service responses automatically.

Configuration Recommendations:

  • Set up custom SMTP for branded email addresses
  • Create templates for each stage of the customer journey
  • Use dynamic content to include order details and tracking information
  • Configure CC notifications for relevant team members

Results: Online retailers experience 25% higher customer satisfaction and 40% reduction in "where is my order" inquiries.

Professional Services​

Common Challenge: Keeping clients informed about project progress and deliverables without overwhelming staff with manual communications.

How This Node Helps: Automates project milestone notifications, invoice delivery, and client check-ins based on project management data.

Configuration Recommendations:

  • Use professional sender addresses matching your firm's domain
  • Create templates for different project phases and client types
  • Include relevant team members in CC for project visibility
  • Set up conditional content based on project complexity or client tier

Results: Professional service firms report 30% improvement in client communication satisfaction and 20% reduction in project management overhead.

Educational Institutions​

Common Challenge: Communicating with students, parents, and staff about enrollment, grades, events, and administrative updates efficiently.

How This Node Helps: Automates enrollment confirmations, grade notifications, event reminders, and administrative announcements.

Configuration Recommendations:

  • Configure custom SMTP with your institution's domain
  • Create separate templates for students, parents, and staff
  • Use dynamic content to personalize messages by grade level or program
  • Set up appropriate CC recipients for administrative oversight

Results: Educational institutions see 45% improvement in communication reach and 60% reduction in administrative workload for routine notifications.

Best Practices​

Email Content Optimization​

  • Keep subject lines under 50 characters for mobile compatibility
  • Use clear, action-oriented language in email bodies
  • Include your company branding and contact information
  • Test emails across different devices and email clients
  • Personalize content using dynamic variables whenever possible

Deliverability Management​

  • Use custom SMTP with your domain for better sender reputation
  • Avoid spam trigger words in subject lines and content
  • Include unsubscribe options for marketing communications
  • Monitor bounce rates and clean email lists regularly
  • Authenticate your domain with SPF and DKIM records

Workflow Integration​

  • Connect email nodes after data collection or processing nodes
  • Use conditional logic to send different emails based on customer segments
  • Set up error handling for failed email deliveries
  • Create backup notification methods for critical communications
  • Test complete workflows with sample data before going live

Security Considerations​

  • Use app-specific passwords instead of main account passwords
  • Regularly rotate SMTP credentials
  • Limit access to email configuration settings
  • Monitor email sending volumes for unusual activity
  • Implement proper data handling for sensitive customer information

The Send Email node transforms manual communication tasks into efficient, automated processes that improve customer experience while reducing staff workload. By properly configuring email content, SMTP settings, and workflow integration, businesses can create professional, timely communications that drive engagement and operational efficiency.