Sending an Automated Email
Automated emails help you notify customers and team members without sending messages manually. You can set up an automated email as part of a workflow rule, so the system sends it automatically whenever specific conditions are met.
Note: Your email must be connected to the CRM, otherwise, automated emails will not be sent.
This article explains
- Where automated emails can be used
- How to setup an automated email
- How to choose an email template
- Available placeholders
- Whether the sender needs an active email connection.
Note for non-admin users: If you don’t have access to manage Workflow Rules, contact your BoldSales administrator to request the required permission.
Note for administrators: For managing permissions, refer to Managing User Permissions (Permission Set).
Available modules
When creating a workflow rule, the Send Email action is only available if the workflow’s trigger module is one of the following:
- Contacts
- Companies
- Pipelines
Creating an automated email
Step 1: To set up an automated email through a workflow:
- Go to Setup > Process Management > Workflow Rules or Setup > Automation > Workflow Rules.
- Click
Step 2: Set trigger and conditions
- Select Contacts, Companies, or Pipelines in the trigger module dropdown.
- Choose the trigger type (e.g., Record created, Record created/edited, Record edited, Date/time) and configure the occurrence settings. If needed, add conditions to specify when the workflow should run.
- Click
to proceed to the Define Actions tab.
Step 3: Define actions
- Click the dropdown in the Instant Actions section and select Send email from the menu.
- A Send Email drawer will open with the trigger module already selected.
- In the Email template field, you can either choose an existing template from the dropdown or click Create email template to create a new one directly from the workflow.
Available placeholders in To, CC, and BCC
The placeholders that appear in the To, CC, and BCC fields depend on the trigger module selected when creating the workflow rule. Each module provides its own set of email‑related placeholders based on the records linked to it.
Contacts
From options
- Contact owner
- Email forwarding address
To options
Contact placeholders
{{Contact email}}- The email address marked as the contact’s primary email{{Contact owner}}- Email of the user who currently owns or is assigned to the contact{{Contact creator}}- Email of the user who originally created the contact record
Primary company placeholders
{{Company owner}}- Email address of the user who owns the company record{{Company creator}}- Email address of the user who created the company record
Companies
From options
- Company owner
- Email forwarding address.
To options
Company placeholders
{{Company owner}}- Email address of the user who owns the company record{{Company creator}}- Email address of the user who created the company record
Pipelines
From options
- Pipeline owner
- Email forwarding address
To options
Primary contact placeholders
{{Contact email}}- Email address of the contact marked as primary{{Contact owner}}- Email address of the user who owns the primary contact{{Contact creator}}- Email address of the user who created the primary contact record
Company placeholders
{{Company owner}}- Email address of the user who owns the company record linked to the pipeline{{Company creator}}- Email address of the user who created the linked company record
Pipeline or deal placeholders
{{Deal owner}}- Email address of the user who owns the deal{{Deal creator}}- Email address of the user who created the deal
CC and BCC
The CC and BCC fields are used to notify additional users when the automated email is sent. Select the users you want to notify from the CC and BCC dropdowns.
CC
In the CC field, you can only select a user from the dropdown.
BCC
In the BCC field, you can only select a user from the dropdown.
Note: In the CC and BCC fields, you can add email addresses that are not connected to the CRM and they will still receive a copy of the automated email.
