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Send Email

The Send Email step's fields, how its sender and replies work, the checks before it sends, and what it saves.

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What this does

When a run reaches Send Email, Small Business Chatbot sends one email through the sending domain connected under Admin › Workflow Email (Mailgun). The email is logged on the matching CRM contact's timeline as Email sent: and its subject.

Where
Workflows › a step's Node settings › Node type: Send Email
Needs
Outbound automation and Emails on, and a sending domain
Counts toward
the daily limit for emails, once per step whatever the number of recipients

Fields

The step's editor has three parts: Envelope, Message and Email editor.

Field What it does Default or options
To The address to email. Type it or insert a variable such as {{trigger.email}}. Empty. In a workflow that starts with an appointment trigger: {{trigger.contact.email}}
CC (optional) Copies another address. Empty
BCC (optional) Blind-copies another address. Empty
From email The sender. A full address is used as typed. A name with no @, such as hello, gets your sending domain added. Empty. Required
Sender name The name shown before the sender's address. Blank sends as Workflow
Subject The subject line. Empty. Required
Body HTML The email as HTML. A tab in Email editor. Empty
Body text The email as plain text. A tab in Email editor. Empty
A Send Email step with To set to {{trigger.email}}, From email set to the assistant's name, a subject line and a short plain-text body
Workflows › Send Email, October 2026

Fill in Body HTML, Body text or both. When both are filled, both go out in the same email and the reader's mail app picks one. Each step sends one email; to email several people separately, use one step per address. Variables work in every field; the rules are on Variables.

Send test email

Send test email sends one email now with the step's current values. Variables are filled from the run chosen under Execution in the step's Runtime data inspector, the latest run by default. With no run yet, type a real address in To. The test needs a connected sending domain. It skips the outbound switches, opt-outs and daily limits. Fill in Sender name to see the name your contacts will see.

Replies

Every email carries a Reply-To address on your sending domain, made from the From email name, for example hello@ and your sending domain. Replies come back to the app. When the workflow has Stop workflows when contact replies on with Email replies checked, a reply stops that contact's active runs of the workflow.

Before it sends

The step runs these checks in this order. The first one that fails stops the step, and nothing is sent.

Check When it fails
Required fields To, Subject or both bodies are empty, or From email is empty.
Outbound automation and Emails Either switch is off under CRM › Contacts › Settings.
Opt-outs A contact with the To, CC or BCC address has Do not email or Do not contact (all channels) checked. Each address is checked.
Daily limit for emails The emails sent or started by all your workflows in the last 24 hours have reached your limit.

If a retry finds that an earlier attempt may already have reached Mailgun, the step fails instead of sending again, so nobody gets the email twice.

Careful

A published workflow with emails switched on emails real people. Test with your own address first.

What it saves

Later steps read these with the step's Node name, for example {{node_outputs_by_name.send_email.subject}}.

Output What it holds
status success
to_email The To address
cc_email, bcc_email The copied addresses
from_email The full sender address used
from_display_name The sender name used
reply_to The Reply-To address
subject The subject as sent
body_text, body_html The bodies as sent, with variables filled in
mailgun_message_id The email's ID at Mailgun, which sends it
summary A line such as "Email sent to [email protected] with subject ..."

Guides that use it

Next steps

Sending domainConnect a domain you own, so workflow emails go out from it and replies come back to the app and to your inbox. Limits and switchesThe outbound switches, daily limits, opt-outs, stop on reply and each workflow's settings, with their defaults and the limits on runs and steps.