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A workflow can send email as a step. Add a Send Email step to send a message from a connected user, or a Draft Email step to create the draft and leave the send to a person. Either way, the subject and body are built from the workflow’s data, so the recap that used to wait for someone to write it can go out the moment the trigger fires.

When to use it

  • Send a recap after a call ends, built from the meeting and its notes.
  • Email an owner when a deal crosses a threshold or a field changes.
  • Draft — rather than send — when a human should review before it goes out.

How to use it

  1. In the workflow builder, add a Send Email step (or Draft Email to stop at a draft).
  2. Set the from user — the connected person the email sends as.
  3. Add your recipients under To (and optionally Cc / Bcc).
  4. Write the subject and body. Both accept variables from earlier steps, so you can pull in the account name, a summary an agent produced, or fields from the record that triggered the workflow.
  5. Publish. As with every workflow, nothing runs until you publish, and a test run never actually sends.

Good to know

  • Draft Email and Send Email require a connected Google Workspace or Microsoft 365 integration. Email sends through Gmail or Outlook from the sender’s own account.
  • Send Email and Draft Email only go to addresses on your workspace’s domains. This applies to every recipient in To, Cc, and Bcc, and works the same whether the email sends through Gmail or Outlook.
    • An outside address you type into the step is blocked when you save.
    • Addresses from workflow data, like a contact’s email, are checked when the workflow runs. Outside addresses are skipped and marked failed, and internal recipients on the same step still get the email.
  • If one of your company’s domains is not in your workspace’s domain list, coworkers on that domain count as outside recipients.
  • To reach a customer, draft the email to the sender’s own address or send the text to Slack, then send it by hand.
  • Draft Email creates the draft in the sender’s mailbox and stops there. Nothing leaves until the person sends it.
  • Test runs never send and don’t create a real draft, so a test step can show completed even when every recipient would be rejected. Check that recipients are internal before you publish.

In practice

When an external call ends, run an agent to write the recap, then send it from the meeting owner to the internal team — the follow-up goes out while the conversation is still fresh, with no one at a keyboard.
  • Run an agent — generate the summary or recap text the email sends
  • Human review — pause for approval before an email goes out
  • Triggers — start the workflow on the event you want to react to
Questions? We’re here to help at support@clearskies.cc