The action Email

Purpose  

Sends an email from a scenario with optional attachment(s). Use it to notify people, deliver processed files (converted PDFs, summaries, transcripts, images), or push outputs to other systems that accept email.

Where to add  

Place Send an Email after the action that produces the content you want to deliver (Convert to PDF, Extract Text, Summarize with AI, Generate Image, Save File, etc.).

Main fields and options

• Send FROM
  The sender address to use. For reliability, use the same email address that is configured for the SMTP account (the login used in SMTP settings). Some SMTP servers will reject or rewrite messages where the From address does not match the authenticated account.
• Send TO
  Recipient email address. You can enter a single address, comma-separated addresses.
• Message template
  Choose a template (text file) that contains the email body. Templates can include fields (filename, date, extracted text, etc.). Click Edit to update templates.
• Subject
  Enter subject text or insert Fields to compose dynamic subjects (for example: Invoice %DATE_FULLLONG% - %FILENAME_FULL%).
• Attachments options
  Attach original file: When checked, the action attaches the current item in the scenario pipeline (the file produced by the previous action).
  Attach this file: Attach a specific file from disk. Use Search to browse or Fields to insert a token pointing to a file path.
  Attach files in this folder: Attach all files in the specified folder. Use Search or Fields to select the folder path. Useful to attach multiple supporting documents.
• SMTP / sending setup
  Before you can send mail, configure SMTP settings for the application (click Set your SMTP settings in the UI). Read more on settings SMTP >

Quick setup steps

1. Add Send an Email action after the producing action.  
2. Enter email address in Send FROM and Send TO. 
3. Select Message template.
4. Set Subject (use Fields if desired).
5. Choose attachments: check Attach original file or specify file/folder to attach.
6. Configure SMTP settings for the application (Set your SMTP settings).  
7. Save the action and run a test to confirm delivery.

Behavior notes and best practices

• Use the SMTP account address as Send FROM to avoid delivery problems and anti-spoofing (SPF, DKIM) issues.
• Keep attachments small where possible; many mail servers limit attachment size (common limits: 10–25 MB). For large outputs, prefer network shares or upload links.
• Use Fields to create descriptive subjects and filenames in attachments so recipients can quickly identify content.
• For recurring or high-volume sending, monitor SMTP quotas and rate limits to avoid throttling.

Failure handling and troubleshooting

• Authentication failed: verify SMTP username/password and that the account is allowed to send mail. Check if your provider requires app passwords or OAuth.
• Connection refused / timeout: confirm SMTP host, port, network connectivity and firewall rules.
• Attachment too large: reduce size, attach fewer files, or provide a download link instead.
• Message not arriving: check spam folders, SPF/DKIM/DMARC settings, and server logs for delivery errors.

That’s done, set SMTP, select sender/recipient, pick a template and attachments, and Send an Email will deliver the processed file(s) automatically as part of your workflow.