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Send an email, or reply in the same thread
The Send an email step sends from a connected mailbox as the automation’s creator, to an email field in the record or to the sender of the incoming email, with optional attachments.
Before you start · 1 thing · for owners and managersA connected mailbox
Before you start · 1 thing · for owners and managers
A connected mailbox
- You need: The permission to edit workflows
- A connected mailbox: Email in Corteksa: connect a mailbox and follow client email.
Steps
1
Under Send from, choose the mailbox.
A specific mailbox, or The mailbox it came in, with the An email arrives trigger.
2
Under Send to, choose the recipient.
An email field of the record, or The person who wrote in.
3
Write the Subject and the Message. Record details work in both.
4
With the An email arrives trigger: turn on Reply in the same thread, so the email lands under theirs.
5
Optional: under Attachments, press Attach.
A document generated by an earlier step, or all the files in a file field of the record.
How it works
The email is sent as the automation’s creator, and only from the mailboxes they’re allowed to send from.
It’s never sent to one of the workspace’s own mailboxes, so two mailboxes don’t keep replying to each other.
Variables in the body are inserted safely, so they don’t break the email’s formatting.
The email is never sent twice.
If something goes wrong
What you see
Why
What to do
“Invalid email setup”
The mailbox it came in or The person who wrote in outside the email trigger, a field that isn’t an email, or an empty subject.
Check the options for the trigger you use.
“The workflow’s author can’t send from this mailbox”
The automation’s creator lost access to the mailbox, or the mailbox is disconnected.
Reconnect the mailbox, or give the permission.
“An automated reply already went out in this conversation in the last 10 minutes.”
The one-reply limit.
This is on purpose, to stop repeated replies.
“The mailbox has reached today’s limit of 200 automated emails.”
The daily limit.
Wait until tomorrow, or spread the load to another mailbox.
“The attachments come to more than 18 MB, so nothing was sent.”
They’re over 18 MB.
Use fewer files.
“No Generate Document step saved … in this run, so nothing was sent.”
The generate step was skipped, or it’s on another path.
Put the generate step before the email, on the same path.
A real example
Shield Security Co.
The situation
Quotes are sent by hand after they’re generated.
What they did
- Generate a document puts the quote in the “Quote file” field.
- Send an email to the client’s email field, with the document attached.
The result
The quote reaches the client with a PDF file as soon as it’s approved.
A made-up company, to show the idea. The numbers are rounded.
Good to know
One automatic reply per thread every 10 minutes.
200 automatic emails a day per mailbox.
Attachments up to 18 MB in total.
Did this guide solve it?
If not, we’ll ask what was missing.