Send Email

DocsAutomator offers flexible email automation with two service options: DocsAutomator Mail for reliable delivery and Gmail integration for sending from your own domain.

Email Service Options

DocsAutomator Mail (Default)

• Sender: DocsAutomator <[email protected]>

• Benefits: High deliverability, no setup required, reliable infrastructure

• Best for: Business communications, automated notifications

Gmail Integration

• Sender: Your connected Gmail account

• Benefits: Personal sender reputation, custom sender names, your domain

• Best for: Personal communications, branded emails

• Requirements: Gmail account connection via OAuth

Setting Up Email Services

Using DocsAutomator Mail

DocsAutomator Mail is enabled by default and requires no additional setup. Emails are sent from [email protected] with "DocsAutomator" as the sender name.

Connecting Gmail

1. In your automation settings, select Gmail as the email service

2. Click Connect Gmail Account to authorize DocsAutomator

3. Select which Gmail account to use for sending emails

4. Optionally set a custom sender name (defaults to "DocsAutomator")

Multiple Gmail Accounts: You can connect multiple Gmail accounts and choose which one to use for each automation.

Email Configuration

Recipients

• Static emails: Enter email addresses directly

• Dynamic emails: Use placeholders like {email} or {contact_email}

• Multiple recipients: Separate with commas or use multiple placeholder values

Subject Line

• Static subject: Enter text directly

• Dynamic subject: Use placeholders like {project_name} - Document Ready

• Example: Invoice #{invoice_number} for {client_name}

Email Content

• Rich text editor: Format your email content

• Dynamic content: Use placeholders throughout the email body

• Template variables: Access document data dynamically

PDF Attachments

• Default: PDF documents are attached per default

• Optional: Deselect "Attach Generated PDF to Email" to send emails without attachments

• Use case: Send notification emails with download links instead

Custom Sender Name (Gmail Only)

When using Gmail, you can set a custom sender name that appears instead of the default name "DocsAutomator".

Conditional Email Sending

Send emails only when specific conditions are met based on your document data.

Setting Up Conditions

1. Click the conditions icon in the email settings

2. Add conditions using the format: if {placeholder} [condition] value

3. Multiple conditions use OR logic (email sends if ANY condition is met)

Available Conditions

• equals: Exact match

• does not equal: Not equal to value

• contains: Contains substring

• does not contain: Does not contain substring

Test Email Feature

Test your email configuration before going live:

1. Click Send Test Email in the email settings

2. Enter a recipient email address

3. DocsAutomator sends a sample email with:

   • Your configured subject and content

   • A sample PDF attachment (if selected)

   • Actual formatting and styling

Note: Test emails use placeholder-free content since no actual document data is available.

Troubleshooting

Gmail Issues

• "Gmail account inactive": Reconnect your Gmail account in settings

• "No Gmail account selected": Choose a Gmail account in the email service settings

• Authentication errors: Re-authorize Gmail access in workspace settings > integrations

Delivery Issues

• Emails not received: Check spam folders, verify recipient addresses

• DocsAutomator Mail blocked: Contact support for delivery investigation

• Gmail sending limits: Gmail has daily sending limits for personal accounts

Common Errors

• Invalid email format: Ensure placeholder values contain valid email addresses

• Missing placeholders: Verify all placeholders exist in your document template

• Condition errors: Check that condition placeholders have values in your data