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Send Internal Email

Required Permission
Workflow - You must have the Workflow permission to access this setting.

The Send Internal Email action sends emails to team members and internal users. Use this for notifications, alerts, assignments, and internal communications.

Configuration​

  1. Select Send Internal Email as the action type
  2. Choose the Recipient Type
  3. Configure recipients based on type
  4. Enter Subject and Body
  5. Use tokens for dynamic content

Recipient Types​

Specific Users​

Select one or more team members from your user list:

  • Choose users from a dropdown
  • Email always goes to selected users
  • Good for fixed notification lists

Example:

Recipients: Jane Smith, John Doe, Sales Manager

Users in Field​

Send to whoever is assigned in a user-type field on the record:

  • Select a user field (e.g., Salesperson, Project Manager)
  • Email goes to the user in that field
  • Recipient changes based on record assignment

Example:

Field: Project Manager (Email goes to whoever is the Project Manager on the record)

Custom Emails​

Enter specific email addresses manually:

  • Type email addresses directly
  • Separate multiple emails with commas
  • Can include external addresses

Example:

Emails: [email protected], [email protected]

Subject and Body​

Both fields support tokens for dynamic content.

Subject Line​

Keep subjects clear and actionable. Insert tokens via right-click:

Examples:

  • "Action Required: [Project Name]"
  • "New High-Value Lead: [Contact Name]"
  • "Stage Changed: [Sale Stage]"

Body Content​

Provide context and next steps. Insert tokens via right-click.

Example result (after tokens are replaced):

A new high-value opportunity has been created.

Contact: John Smith
Company: Acme Corp
Sold Amount: $150,000.00
Source: Website

Please review and follow up within 24 hours.

View record: https://project.readybuild.com/projects/123

Use Cases​

High-Value Opportunity Alert​

Notify managers of large deals:

Configuration:

Recipients: VP Sales, Sales Director Subject: "High-Value Opportunity: [Contact Name]" Body: "A deal worth [Sold Amount] has been identified. Contact: [Contact Name]"

(Insert tokens via right-click)

Assignment Notification​

Alert team member when assigned:

Configuration:

Recipient Field: Salesperson Subject: "You've been assigned: [Project Name]" Body: "You have been assigned as the salesperson for [Project Name]. Please review and begin outreach."

(Insert tokens via right-click)

Production Team Alert​

Notify production when a contract is signed:

Configuration:

Recipients: Production Manager, Operations Lead Subject: "New Project Ready for Production: [Project Name]" Body: "Contract signed for [Project Name]. Sold Amount: [Sold Amount]. Ready to begin production planning."

(Insert tokens via right-click)

Exception Handling​

Alert team of issues requiring attention:

Configuration:

Recipient Field: Sales Manager Subject: "Attention Required: Stalled Opportunity" Body: "[Project Name] has been stalled for review. Please investigate and take action."

(Insert tokens via right-click)

Example Workflow​

Complete escalation workflow:

Common Tokens​

Tokens commonly used in internal emails (insert via right-click):

TokenDescription
Project NameName of the project/record
Contact NameAssociated contact
Sold AmountDeal value
SalespersonAssigned salesperson
Sale StageCurrent pipeline stage
Record LinkDirect link to the record
Current DateToday's date

Best Practices​

Clear Subject Lines​

  • Include record identifier
  • State the action needed
  • Add urgency indicators when appropriate

Actionable Body Content​

  • Explain why they're receiving the email
  • Include relevant details
  • Provide clear next steps
  • Include record link for quick access

Appropriate Recipients​

  • Don't over-notify
  • Target the right people
  • Consider using conditions to filter

Include the Record Link token so recipients can quickly access the record.

Example result:

Review this opportunity: https://project.readybuild.com/projects/123

Troubleshooting​

Email Not Received​

  • Check spam/junk folders
  • Verify recipient user is active
  • Confirm email address is set on user profile
  • Review execution history for errors

Wrong Recipient​

  • Verify correct user field selected
  • Check if field has a value
  • Confirm user assignment on record

Tokens Not Replaced​

  • Verify the token was inserted correctly via right-click
  • Check field exists and has value
  • Test with a known record

Too Many Notifications​

  • Add conditions to filter
  • Review trigger settings
  • Consider batching or delays

Next Steps​