User

Email Automation

Run a defined action when its configured trigger and conditions match.

Step-by-step guide

Before you start

Use the account and workspace that own the records. This page does not include administrator configuration forms.

Open this feature

Open /portal/email-automation/automations on your application domain, or use the matching item in the application menu.

Steps

Save automation

Open /portal/email-automation/automations on your own application domain.
Complete these fields in that form: Business, Name, Trigger, Status, Timing, Unit, Email template, Recipient, Custom email, Field, Operator, Value. Their choices and limits are listed below.
Select Save automation. The exact label can change between creating and editing a record.
If validation fails, correct the named field and submit again. After success, reopen the same record and compare the saved values.

Field shown in the form	What to enter	Example / note
Business	Optional, unless this form asks for it. Choose All businesses. Enter a whole number.	Use the value appropriate to your test account; no preset is supplied.
Name	Required. No more than 255 characters.	Test record (use a unique value where required).
Trigger	Required. Choose one of the options shown by the form.	Use the value required by the task; no example is assumed.
Status	Required. Choose Draft, Active, Inactive.	Choose a displayed option; the available labels are listed above.
Timing	Required. Choose Immediately, After delay.	Choose a displayed option; the available labels are listed above.
Unit	Required. Choose Minutes, Hours, Days.	Choose a displayed option; the available labels are listed above.
Email template	Required. Enter a whole number.	Use the value required by the task; no example is assumed.
Recipient	Required. Choose Customer, Business owner, Custom email.	Choose a displayed option; the available labels are listed above.
Custom email	Optional, unless this form asks for it. Use an email address you control for a test. No more than 255 characters.	Use your controlled test inbox.
Field	Optional, unless this form asks for it. No more than 80 characters.	Use the value required by the task; no example is assumed.
Operator	Required. Choose one of the options shown by the form.	Use the value required by the task; no example is assumed.
Value	Optional, unless this form asks for it. Choose No value needed. No more than 255 characters.	Choose a displayed option; the available labels are listed above.

Save template

Open /portal/email-automation/templates on your own application domain.
Complete these fields in that form: Business, Name, Type, Subject, Preheader, Body, Language, Status. Their choices and limits are listed below.
Select Save template. The exact label can change between creating and editing a record.
If validation fails, correct the named field and submit again. After success, reopen the same record and compare the saved values.

Field shown in the form	What to enter	Example / note
Business	Optional, unless this form asks for it. Choose All businesses. Enter a whole number.	Use the value appropriate to your test account; no preset is supplied.
Name	Required. No more than 255 characters.	Test record (use a unique value where required).
Type	Required. No more than 80 characters.	Use the value required by the task; no example is assumed.
Subject	Required. No more than 255 characters.	Use the value required by the task; no example is assumed.
Preheader	Optional, unless this form asks for it. No more than 255 characters.	Use the value required by the task; no example is assumed.
Body	Required. No more than 10000 characters.	Use the value required by the task; no example is assumed.
Language	Required. No more than 12 characters.	Use the value required by the task; no example is assumed.
Status	Required. Choose Active, Inactive.	Choose a displayed option; the available labels are listed above.

Fields shown in the interface

Only fields traced to this role’s handler and its own view are listed. The application can show separate create/edit forms; do not fill every row on one screen.

Form 1 — fields shown in the interface

Field	What to enter or choose
Business	Optional, unless this form asks for it. Choose All businesses. Enter a whole number.
Name	Required. No more than 255 characters.
Trigger	Required. Choose one of the options shown by the form.
Status	Required. Choose Draft, Active, Inactive.
Timing	Required. Choose Immediately, After delay.
Unit	Required. Choose Minutes, Hours, Days.
Email template	Required. Enter a whole number.
Recipient	Required. Choose Customer, Business owner, Custom email.
Custom email	Optional, unless this form asks for it. Use an email address you control for a test. No more than 255 characters.
Field	Optional, unless this form asks for it. No more than 80 characters.
Operator	Required. Choose one of the options shown by the form.
Value	Optional, unless this form asks for it. Choose No value needed. No more than 255 characters.

Form 2 — fields shown in the interface

Field	What to enter or choose
Business	Optional, unless this form asks for it. Choose All businesses. Enter a whole number.
Name	Required. No more than 255 characters.
Type	Required. No more than 80 characters.
Subject	Required. No more than 255 characters.
Preheader	Optional, unless this form asks for it. No more than 255 characters.
Body	Required. No more than 10000 characters.
Language	Required. No more than 12 characters.
Status	Required. Choose Active, Inactive.

Check the result

After a source-checked procedure, verify the same record in the same workspace. Check saved values, visible state and access with the intended test account. An external payment/message/provider action needs its own result check.

Problems and validation

Problem	Next step
A field rejects the value	Check its named error, the form’s visible choices and the relevant limit. Do not substitute internal numeric codes for the displayed options.
The control is missing	Check role, plan, enabled app and current record state. Do not grant administrator access merely to complete a User task.
The saved result is unexpected	Reopen the same record and verify its owner/workspace before repeating the action.

Messages defined for this screen

Message	What to review
Your current plan allows up to :limit email automations.	Check the related field or action in this role’s form.
Your current plan allows up to :limit email templates.	Check the related field or action in this role’s form.

Technical reference

Role-scoped source references

Pinned commit: 5af0236c6d99c50079f5ab8b8fb035506634bd8d

Source-only route information

Method	Source-default route
GET	/portal/email-automation/automations
GET	/portal/email-automation/templates
GET	/portal/email-automation/logs