How To Use the Email Widget

The email widget lets you add pre-written emails into your workflow runs, which enables users to send a pre-made email from Process Street at the click of a button.

It also allows you to use data collected in form fields from within that workflow run, to pre-populate the email. This means that you don’t end up double-typing names, email addresses, dates or the name of whoever is sending the email.

The emails will be sent from the default mail handler you’re using on your laptop or PC.

Users: In order to add or manage email widgets in your workflows, you must be an Administrator or a Full Member who has been given ‘edit’ access by your Administrator.

How to create an email widget

Start from your Library and search for the workflow you’d like to add the email widget to.

Click the three dots next to your workflow’s name (or click its name) then click “Edit” in the right-hand menu, as shown below.

Once there, click on a task where you would like to add the widget. From the right side of your screen, you can drag and drop the “Send Email” widget into place in the center of your screen, or click on it to add it.

Once it’s in the center of your screen you can drag and drop it into position or use the up and down arrows on the left side of the widget to position it.

Next, you can fill in any static information you’d like to always appear in this email by using the appropriate fields, like the subject line and the body of the email (show in the example below).

Use the magic wand tool to add {{variable fields}} like the person’s email address, first name and the current user’s name.

Note: If you are using a members form field in your workflow, you will only be able to assign the email addresses of admins and full members as a variable (but not free members).

Test the email widget using the “Test Send” button at the bottom of the widget. Remember that this test will send to the recipient you’ve put in the “To” field, in your default mail client, so you may want to change this to your own email address for the sake of testing.

Sending a pre-made email

To send a pre-made email from a workflow run, click the “Send” button at the bottom of the widget.

This will automatically open in your default mail client as a draft email. From here you can add an attachment or signature. When the email is ready to go, all you need to do is click the send button in your email.

Automation option

If you would like to automatically send emails, add attachments, add hyperlinks, rich text or create emails longer than ~2000 characters, you may want to consider setting up a Zapier email integration.

In this case, you won’t need to use the email widget, instead you can utilize the “New task checked” trigger in Zapier, to send your emails.

Extra resources

Learn more about how the other widgets work:


 

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