Email Automations

Email automations allow you to automatically send emails when certain triggers occur, using data stored within your Blue records. For example, sending a confirmation email when a new record is created or notifying a manager when a task becomes overdue.

Configuration

Getting started with email automations is straightforward. When you first create an automation, we recommend sending a test email to yourself or a colleague. This allows you to validate that the automation is functioning before rolling out.

To create an email automation:

• Set the trigger, such as
  • A New Record is Created
  • A Tag is added to a Record
  • A Record is Moved to Another List

Once you’ve set up your trigger, select “Send Email” as the action.

Now it’s time to configure the email details:

• From name and reply-to address so recipients can respond.
• To address (can be static or pulled dynamically from an Email custom field)
• Enter your own email address or a test email in the recipient field. If you want to loop in others, you can also add CC or BCC email addresses.

Next, customize the email content using merge tags:

• Email subject and body content using custom field for dynamic content using merge tags.
• Click inside the email body, then insert merge tags referencing record names, custom fields etc. using the {curly bracket} syntax.
• Insert file attachments by drag-and-drop or using the attachment icon. Files from File custom fields may automatically attach if under 10MB.

Once you finish customizing the template, confirm creation of the automation. When triggered, it will now send personalized emails leveraging your record data.

Use Cases

Send confirmation email when client submits request via intake form

Automation trigger: When a new record is created through forms -> Send Email

The form should include an email field so that the automated email can be sent as a response to the client.

Notify assignee when a high-priority task is created

Automation trigger: When a tag “Priority” is added to a record -> Send Email

In the email template, set the recipient to the record’s assignee using merge tags so that the notification is sent to the right person.

Send survey to customer after support ticket is marked resolved

Automation trigger: When a record is marked as complete under the “Done” list -> Send Email

Include the customer’s email in a custom field, along with issue details, so the template can be configured with merge tags to send a detailed explanation of the resolution.

Automate recruitment by sending confirmation emails

Automation trigger: When an application is submitted through Forms -> Send Email

Include the applicant’s email in the form so it is automatically captured. Configure the email template to send a “Thank you” response when a record is created under the “Received” list.

Key Benefits

• Personalized Communication: Emails can leverage custom field data from records using merge tags, enabling dynamic, tailored messaging.
• Automatic Notifications: Takes manual work out of sending repetitive email updates and reminders.
• Structured Data-Driven Workflows: Automated emails can move work forward by triggering actions based on record data.