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Send Automated Emails

Send Automated Emails

Section titled “Send Automated Emails”

Automated emails save time and ensure consistent communication. In HARi CRM, you can trigger emails from workflows so they send at exactly the right moment — when a deal moves to a new stage, when a lead is created, or on any event you define.

Prerequisites

Section titled “Prerequisites”

Before setting up automated emails, make sure you have:

  1. Configured your email provider (SMTP or Plunk)
  2. Created at least one email template with merge fields

Creating an Automated Email Workflow

Section titled “Creating an Automated Email Workflow”

Example: Send a Welcome Email to New Contacts

Section titled “Example: Send a Welcome Email to New Contacts”
  1. Go to Settings > Workflows
  2. Click New Workflow
  3. Configure the trigger:
    • Name: “Welcome Email”
    • Entity: Contact
    • Trigger: Record Created
  4. Optionally, add an IF condition to limit who receives it:
    • “Source equals Website” (only send to contacts from the website)
  5. In the THEN section, click Add Action and select Send Email
  6. Configure the email action:
    • To: Select the contact’s email field
    • Template: Choose your “Welcome Email” template
    • From: Your configured sender address
  7. Save and toggle the workflow to Active

Example: Notify a Contact When Their Deal Advances

Section titled “Example: Notify a Contact When Their Deal Advances”
  1. Create a new workflow on the Opportunity entity
  2. Set the trigger to “Field Changed” on the Stage field
  3. Add a condition: “Stage equals Proposal”
  4. Add a Send Email action:
    • To: The related contact’s email (via the lookup relationship)
    • Template: “Proposal Sent Notification”
  5. Save and activate

Using Merge Fields in Templates

Section titled “Using Merge Fields in Templates”

Merge fields pull data from the record into the email. Common merge fields:

  • {{contact.first_name}} — The contact’s first name
  • {{opportunity.name}} — The deal name
  • {{opportunity.value}} — The deal value
  • {{company.name}} — The related company name

These are replaced with actual values when the email is sent.

Monitoring Automated Emails

Section titled “Monitoring Automated Emails”

Check the record’s timeline to see when automated emails were sent. Each email shows:

  • When it was sent
  • Whether it was opened
  • Whether links were clicked

You can also review workflow execution logs in Settings > Workflows to see which emails succeeded or failed.

Next Steps

Section titled “Next Steps”