Skip to main content

Send Email

The Send Email node enables sending SMTP email notifications, reports, and alerts from workflows. This is essential for keeping stakeholders informed about logistics operations, exceptions, and automated processes.

Overview​

The Send Email node is essential when you need to:

  • Send notifications - Alert stakeholders about shipment delays, deliveries, or exceptions
  • Distribute reports - Email automated reports and dashboards to teams
  • Exception alerts - Notify operations teams about critical issues requiring attention
  • Customer communications - Send tracking updates and delivery confirmations
  • Workflow confirmations - Confirm completion of automated processes
  • Escalation notices - Alert management about urgent situations

Configuration​

Email Settings​

Recipients​

  • To - Primary recipients (required)
  • CC - Carbon copy recipients (optional)
  • BCC - Blind carbon copy recipients (optional)
  • Dynamic recipients - Use workflow data to determine email addresses
  • Multiple recipients - Support for multiple email addresses per field

Sender Information​

  • From address - Sender email address
  • From name - Display name for sender
  • Reply-to - Alternative reply address (optional)
  • Return-path - Bounce handling address (optional)

Message Content​

  • Subject - Email subject line (supports dynamic content)
  • Body - Email message content
  • Content type - Plain text or HTML format

Attachments​

File Attachments​

  • Dynamic files - Attach files generated by previous workflow nodes
  • Multiple attachments - Support for multiple file attachments
  • File size limits - Respect SMTP server attachment size restrictions

Example Usage & Common Use Cases​

Shipment Delay Notifications​

Trigger: Shipment status = "Delayed"
Process: Check delay reason → Format notification → Send email

Configuration:
  To: {{data.customerEmail}}
  CC: operations@company.com
  Subject: "Shipment Delay - {{data.trackingNumber}}"
  Body: "Your shipment {{data.trackingNumber}} has been delayed..."
  Content Type: HTML

Output: Email notification sent to customer and operations team

Daily Operations Report​

Schedule: Daily at 8:00 AM
Process: Collect metrics → Generate report → Email to management

Configuration:
  To: management@company.com
  Subject: "Daily Operations Report - {{currentDate}}"
  Body: HTML report with shipment statistics and KPIs
  Attachments: daily_report.xlsx

Output: Automated daily report delivery

Exception Alerts​

Trigger: Critical system error or threshold breach
Process: Assess severity → Format alert → Send to on-call team

Configuration:
  To: oncall@company.com
  Subject: "URGENT: {{data.alertType}} - {{data.systemName}}"
  Body: "Critical alert requiring immediate attention..."

Output: Immediate alert to operations team

Customer Delivery Confirmation​

Trigger: Shipment status = "Delivered"
Process: Verify delivery → Generate confirmation → Send to customer

Configuration:
  To: {{data.customerEmail}}
  Subject: "Delivery Confirmation - Order {{data.orderNumber}}"
  Body: "Your order has been successfully delivered..."
  Attachments: delivery_receipt.pdf

Output: Delivery confirmation with receipt

Weekly Performance Summary​

Schedule: Weekly on Monday morning
Process: Aggregate weekly data → Generate charts → Email summary

Configuration:
  To: executives@company.com
  CC: operations-managers@company.com
  Subject: "Weekly Performance Summary - Week of {{weekStart}}"
  Body: HTML email with embedded charts and metrics
  Attachments: detailed_analytics.xlsx

Output: Executive summary with detailed analytics

Vendor Communication​

Trigger: Inventory below threshold
Process: Check stock levels → Generate purchase order → Email vendor

Configuration:
  To: {{data.vendorEmail}}
  Subject: "Purchase Order Request - {{data.poNumber}}"
  Body: "Please process the attached purchase order..."
  Attachments: purchase_order.pdf

Output: Automated vendor communication

Message Formatting​

Plain Text Emails​

  • Simple formatting - Basic text with line breaks
  • Variable substitution - Insert workflow data into text
  • Template support - Use predefined text templates
  • Character limits - Respect email client limitations

HTML Emails​

  • Rich formatting - Styled text, colors, fonts, and layouts
  • Embedded images - Include logos and charts directly
  • Responsive design - Optimize for mobile and desktop clients
  • CSS styling - Apply custom styles and branding

Dynamic Content​

  • Variable interpolation - Insert workflow data using {{variable}} syntax

Best Practices​

Email Delivery​

  • Valid sender addresses - Use authenticated, deliverable sender addresses
  • SPF/DKIM records - Configure DNS records for email authentication
  • Reputation management - Maintain good sender reputation
  • Bounce handling - Process delivery failures appropriately

Content Guidelines​

  • Clear subjects - Write descriptive, actionable subject lines
  • Concise content - Keep messages focused and scannable
  • Professional tone - Maintain appropriate business communication style
  • Mobile optimization - Ensure emails display well on mobile devices

Performance​

  • Rate limiting - Respect SMTP server sending limits

Template Management​

  • Consistent branding - Use standardized templates and styling
  • Version control - Track changes to email templates
  • Testing - Validate templates across different email clients
  • Personalization - Customize content based on recipient data

Integration Patterns​

With Conditional Logic​

Data Check → If Node (condition) → Send Email (alert) → Log Result

With Loops​

Recipient List → Loop → Send Email (per recipient) → Collect Results

With File Generation​

Generate Report → Spreadsheet Node → Send Email (with attachment) → Confirm Delivery

With External APIs​

API Call → Process Response → Send Email (notification) → Update Status

Troubleshooting​

Common Issues​

  • Authentication failures - Verify SMTP credentials and server settings
  • Delivery failures - Check recipient addresses and server connectivity
  • Attachment problems - Verify file sizes and formats
  • Formatting issues - Test HTML rendering across email clients

Debugging Tips​

  • Test with simple emails - Start with basic text emails before adding complexity
  • Check SMTP logs - Review server logs for delivery details
  • Validate recipients - Ensure email addresses are properly formatted
  • Monitor bounce rates - Track delivery failures and adjust accordingly

Performance Issues​

  • Slow sending - Optimize SMTP connection settings and batching
  • Rate limiting - Adjust sending frequency to avoid server limits
  • Timeout errors - Increase timeout settings for slow SMTP servers

The Send Email node provides comprehensive email capabilities for logistics workflows, enabling automated communication, reporting, and alerting throughout your supply chain operations.