How to Build a Workflow to Send an Email

This tutorial explains how to build an automated workflow to send an email. For this example, consider the following scenario: A patient places an order and they should receive a confirmation email.

On our end, we need to create the workflow that triggers when a new order is created and sends the patient a confirmation email.

Step 1: Create and Name Your Workflow

First, let's start building the new automation.

  1. From the CRM Portal, expand the Admin section in the left-hand menu.

  2. Click on Workflows. You will now see a list of all the existing workflows you have.

  3. Click the Create Workflow button.

  4. A new, untitled workflow will appear. Give it a clear and descriptive name, such as "New Order Confirmation Email". This will help your team understand its purpose at a glance.

Step 2: Set Up the Trigger

The trigger is the event that starts your workflow. In this case, the trigger is a new order being created.

  1. In the Trigger section of your new workflow, click on the dropdown menu.

  2. Select Order as the resource.

  3. In the second dropdown, select Created as the event. Your trigger is now set to Order Created. This means the workflow will automatically run every time a new order is successfully processed in the system.

  4. (Optional) You can also enter a Description for your workflow.

  5. Click on OK. Your new workflow will appear listed. Now, you need to access it to continue with the rest of the steps.

The workflow is automatically created as Enabled. This means that your workflow is active. However, it’s not working yet. You need to add the action as explained below.

Step 3: Add the "Send Email" Action

Now that the trigger is defined, we need to tell the workflow what to do. This is called an action.

  1. Access your newly created workflow and drag and drop the CRM Action component below the Trigger.

  2. Click the Configuration icon.

  3. Expand the dropdown menu and select Message.

  4. From the list of CRM actions, choose Send Email.

Step 4: Configure Your Email

This is where you will configure the email that the patient will receive. You can use dynamic variables to pull information directly from the order that triggered the workflow. This makes each email personal and relevant.

  1. Fill out the fields as follows:

Field

Description

To

You want to send this to the patient who placed the order. Use the patient email variable: {{customer.email}}

From

Add the email address used to send the email.

Subject

Create a clear subject line. You can include the order ID to make it easy to identify. For example: Order Confirmation #{{order.id}}

Body

Select a Template from the list to act as the body of your email.

Read the related guide How to Create Templates to learn how to do it.

  1. One ready, click on Save. That's it! Your workflow is now active. Every time a new patient completes a purchase, they will automatically receive the confirmation email you just created.

Find below a step-by-step guide that shows you how to use placeholder variables to personalize email actions in a workflow, for example, inserting the customer’s email address or including the order ID in the subject line.

Next Steps

Now that you can build a workflow to send an email, you may find these related guides helpful: