Email Automations

The Send email action sends an email after an automation starts. Recipients and content can use data from the affected record.

Create an Email Automation

Test the email template before you activate the automation. Test emails go to your Blue account email and keep variables as placeholders.

Select a Trigger

1. Open the workspace’s Automations list.
2. Select Create Automation and choose an automation type.
3. Configure When. For example, select Record created, Tag added, or Record moved between lists.

Add the Email Action

1. In Then, select Add action.
2. Select Send email.
3. Select Configure Email.

Configure the Sender and Recipients

1. Enter an optional From name. Blue uses Blue when this field is empty.
2. Add at least one recipient under To. Use a static address, a workspace member, record assignees, or a supported custom field such as an Email custom field. Email, single-line text, and select fields are supported.
3. To use an address from a linked record, select a Lookup field that returns one of these field types. A lookup that points to another lookup is also supported.
4. Add CC, BCC, or Reply-To recipients if needed.

Write the Template

1. Enter a Subject and email body.
2. Enter { or select the braces button to insert record and custom field variables.
3. To include files from a File custom field, insert its default variable. Blue embeds image thumbnails and attaches non-image files.
4. To include only existing public links, select <field> (Shared links). This variable does not turn on sharing for other files.
5. To make a link point at a variable, select the link button, then select the braces button in the link popover and choose a variable. Blue uses the variable’s value as the link destination when it sends the email, so the link text can stay whatever you wrote.
6. Select Test to send the template to your Blue account email. Variables remain as placeholders in the test.
7. Select Save Email Template.
8. Select Create Automation or Save Changes.

Send Multiple Emails

Add Send email more than once to one automation. Configure separate recipients, subjects, and bodies for each action.

For example, when a record becomes approved, one automation can send:

• A confirmation to the customer.
• A handoff message to the operations team.
• A receipt to the finance team.

Each Send email action can use different variables and content.

Use HTML Email Templates

On Pro and Enterprise, select HTML to author the email body as HTML. This mode supports tables, inline styles, images, and responsive styles.

Use {{TOKEN}} for variables. For example, use {{TODO_NAME}} in text or href="{{TODO_URL}}" in a link. Add a fallback with {{TOKEN|fallback}}.

Blue sanitizes HTML before sending. It removes scripts, event handlers, forms, iframes, objects, embeds, and JavaScript URLs. It keeps supported email layout and style elements.

Bulk Email Behavior

When an automation processes multiple records, Blue resolves variables for each record. Each matching record produces its own email.

Examples

Confirm a Form Submission

When: A form creates a record. Then: Send an email.

Add an email field to the form. Use that field as the email recipient.

Notify an Assignee About Priority

When: The Priority tag is added. Then: Send an email.

Set the record’s assignees as recipients.

Send a Survey After Resolution

When: A record in the Done list is marked complete. Then: Send an email.

Use the customer’s email field as the recipient. Insert issue fields into the template as variables.

Confirm an Application

When: A form creates an application record in Received. Then: Send an email.

Include the applicant’s email in the form. Use that field as the recipient for the confirmation.