Getting Started Guide – Using the Send Email Widget

In this lesson we’re going to cover:

  • What the send email widget is and why using it can benefit your business
  • How to add the widget and populate it, step by step
  • What to do if you get stuck
  • Top tips to fix any problems
  • What’s possible when you start using the send email widget

Estimated time for this lesson ~ 20 minutes

This lesson is part of our onboarding program. Find out more about what you’ll learn from the program when you’re getting started.

What is the send email widget?

This super handy widget allows you to create pre-written emails in your workflows so that you can send emails from your workflow runs 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 whomever is sending the email. Clever stuff, huh?

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

Why it’s a good tool to have in your toolbox

Remember those form fields and variables we started using in a previous lesson? Well this is where they can start to save you time when sending out emails, especially if they are the kind of repetitive emails you’re sending out all the time.

Think about each time you hire a new team member, onboard a new client, start a new marketing campaign or contact a new freelancer. If you have a recurring process like this (that’s one of the main reasons you’re using Process Street already, right? 😉 ) then you will no doubt be sending a lot of emails.

When you’re working through a workflow run you can send out those emails at the click of a button. Add as many email widgets as you need for different parts of your process. Before you know it, you’ve saved so much time during the week, month or year that you can spend oodles of that time on other, more important activities… You’re welcome 😉

Adding and populating the email widget

First up, you’ll need to be in your workflow editor to add the widget. Head to your chosen workflow, click the three dots next to your workflow’s name (or click its name) and then click “Edit” in the right-hand menu.

Find the task where you’d like to add the widget, and click it to select it.

Then, from the right side of your page, drag and drop the email widget into the middle section of your screen, as shown above.

Start to free-type the static content, like the Cc field, the subject line and the main body of the email, adding extra variables as and when you need them.

Next, you can start to populate the email with variables. Click on any of the magic wands you can see in the widget, and choose from the list that appears (you’ll see global variables as well as the form field variables that you’ve added to your workflow already).

The difference between static and variable 

Static pieces of information are the parts that always stay the same, for example the body of your email, the Cc or Bcc fields and the sign off. However, the email address you’re sending the email to, the name of the person and the date of your meeting may vary. These are variables (see what we did there?)

What if you get stuck?

Changing the default mail handler

When you click to send the email, maybe the message opens in the wrong email system or a different one than you want to use? Don’t worry, there’s a quick way to change this. Check the resources links below to find out how to do this.

Character limits

Why doesn’t your email send when you click the send button? If you’re writing an email longer than ~1000-2000 characters, you may find that your email doesn’t pop up in a new browser window, let alone that, it won’t send. This is a common issue if you’ve written a very long email. Different email clients allow for different character limits, so first you could try shortening your email and see if that works.

If you need a long email to be sent, check out Zapier email integrations in the resource links below. Zapier will let you write emails as long as you like, as well as adding attachments and more fancy formatting.

Adding links and attachments

Why can’t you see a hyperlink or clickable link in the email body, only static text? You can’t add an attachment or your favorite signature?

This is because the send email widget is a simple tool that pushes data to your email client via a single link. You can add attachments and signatures when your email opens up in a draft (but not before). If you’d like to add clickable links, attachments, or email signatures to your messages, or to automate sending emails, you’ll want to check out the Zapier email integration options in the resources below.

What is possible when you start using the widget

Using the send email widget allows you to keep consistency with emails that you send out on a recurring basis. Not only that, but when you cut out time spent on double-typing email address (read: using variables) and email content, you’ll save heaps, even oodles, of time!

And don’t forget you can test send the email before you’re done creating your workflow, to make sure everything is working the way you want it to.

Case Study

One of our customers, Renegard said that by using Process Street, they have freed up their management time, allowing them to focus on more core tasks.

“You know, the best piece of software we have in this entire company is Process Street”


Let’s put what you’ve learned into practice…

  • Head to your workflow editor
  • Add some form fields for employee first name, employee last name and employee email address
  • Drag and drop the send email widget into place
  • Add the ‘to’ field of the email as a variable (using the email form field)
  • Add your email address to the Cc or Bcc field
  • Write out the subject line and body of your email
  • Add a variable for the first name in your introduction, something like – Dear {{first_name}},
  • Add the workflow run created by name variable as the person signing off the email
  • Save the changes to your workflow and run it
  • Fill out the first name, last name and email address form fields
  • Click to send a test email from the widget

Pro Tip: Make your form field names as unique as possible when you’re building out your workflow, so that you can search and find them easily when you start using them as variables.

One action to take now

Send a test email from your workflow and you can see how the emails turn out. Looking good? Great, good job!

Helpful resources

What’s Next?

Stage 5: Automate – Schedule a Workflow >

< Previous Lesson (Variables)
< Back to the Getting Started home page

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