To notify an assigned user in an active workflow, use the Send Internal Notification action. Click the plus (+) button in the workflow action menu, then select Send Internal Notification. This lets you send internal notifications to team members when specific events are triggered, such as the submission of a new lead form.
Notification Type
Four types of notifications can be sent to individuals other than the contact: Email, Notification, SMS, and WhatsApp. Select your preferred notification method from the dropdown menu to continue.
From Name
In the From Name field, enter the sender's name, or click the tag icon to insert a custom value.
From Email
In the From Email field, enter the sender's email address. You can use custom values here if needed.
To User Type
Under To User Type, select who will receive the email notification. You can send it to all users, the assigned user, a custom email address, or a particular user. If the contact has not been assigned, you can manually designate a specific user.
CC and BCC
To add CC and BCC recipients to internal email notifications, select the appropriate option and enter their email address.
Subject
In the Subject field, enter the subject of the email.
Templates
Choose a template from the Template section. If you'd prefer to write a custom message, select "None" to enable the Message Body field.
Message
Here you can write your message and include custom values or trigger links.
Add Attachment
To add attachments, click the attachment icon and select the file you want from your device.
Test Email
To preview the email, use the Test Emails feature by entering a valid email address and clicking Send Test Mail.
Notification
Title
Enter the notification title in the Title field. You can also insert custom values by clicking the tag icon.
Message
In the Message Body field, enter the content of the notification message. You can add custom values and trigger links here too.
Redirect Page
Select the page the notification should redirect the user to.
To User Type
Select who will receive the notification. You can send it to all users, the assigned user, or a particular user.
SMS Notifications
To User Type
Select the recipient in the To User Type field.
Template
Choose a template from the Template section. If you'd prefer to write a custom message, select "None" to enable the Message Body field.
Message
Here you can write your message and include custom values or trigger links.
Add Attachment
If needed, attach files by clicking the attachment icon.
You can also add files via a URL by entering the link and clicking +Add.
Test Phone Number
To test the SMS, enter a phone number and click Send Test SMS. You can use your own number for testing.
To User Type
Select the recipient in the To User Type field.
Template
Choose a template from the Template section. If you'd prefer to write a custom message, select "None" to enable the Message Body field.
Message
Here you can write your message and include custom values or trigger links.
Statistics
To see how your internal notifications have been performing, open the Stats View by clicking the pie-chart icon.
This gives you an overview of stats from the last 30 days.
Once you've configured the action, click the "Save Action" button to add it to your workflow. Have a look at the other articles in this section to find out more about the workflow actions available.
Practical Examples and Use Cases
- Update Notifications: Keep your team informed by sending updates to assigned users.
Troubleshooting Tips
Emails Not Sending
- Make sure you've entered email addresses correctly and separated them with commas. Also check that the trigger condition is being met.
Workflow Not Triggering
- Verify that the initial trigger is set up correctly and is relevant to the action you want to perform.
Frequently Asked Questions
Can I use this workflow to email external contacts?
- Yes. Using the custom emails option, you can enter any email address, including those of external contacts.
How many recipients can I email at once?
- While the CRM allows you to email multiple recipients, it's important to follow best practices and stay within reasonable limits to avoid being flagged as spam.
Can I personalise the emails sent through the workflow?
- Yes, you can use templates and dynamic fields to personalise emails for each recipient.