The step that sends an email from inside a flow to the team, the contact or an address you type: the three recipient kinds, the subject and body fields, placeholders, and what to do when email does not arrive.
When a request from a DM needs to reach everybody on the team, waiting for them to check the panel is the slow way round. The Send email step sends an email from inside the flow: a notification to the team, a summary to the contact, or order details to accounts. This guide covers the three recipient kinds, the subject and body fields, and what to do when the email does not arrive.
What it does
When the flow reaches this point, the step sends an email. Nothing is written into the person's conversation (even when the recipient is the contact themselves — email is separate from DMs).
It works best for:
Notifying the team — "a new request came in, here are the details".
Summarising for the contact — a copy of what was collected, a booking confirmation.
Informing another department — an order for accounts, an address for the warehouse.
The step works on both channels and is unaffected by the 24-hour window: email is not subject to Meta's rule.
Settings
Recipient
Three options.
Team (portfolio members) — the default. The email goes to the members of the portfolio the account belongs to.
The contact's email — goes to the email address on the contact card. If that address is empty, the email cannot be sent and the reason is logged.
A specified address — goes to whatever you type into the Address field below.
Address
Only visible when A specified address is selected, up to 300 characters. Separate several addresses with commas.
If the recipient is "a specified address" and this field is empty, the pre-publish check reports an error.
Placeholders work here, such as {{contact.email}} or {{field.accounts_email}}.
Subject
The email's subject line, up to 200 characters. It is mandatory: if empty, the check reports an error. Placeholders work here.
Make the subject distinctive. "Price request — {{contact.name}}" beats "New message" when you are looking for the right one among ten emails.
Body
The body of the email, up to 4,000 characters. Mandatory. Placeholders work here.
The brand header and footer come from the template; you only write the body. There is no need to repeat your logo or signature here.
After a flow that collects information, build the body like a summary:
New request received.
Name: {{contact.name}}
Phone: {{contact.phone|not given}}
Industry: {{field.industry|-}}
Last message: {{input}}
Its output
The step has one output, Next.
The flow does not stop when the email fails to go out. If the contact has no address, the address is wrong, or the send failed, the reason is written to the run log and the flow continues. This is deliberate: an undelivered notification should not cancel the tagging that follows.
In the runs you see one of two lines: sent, or not sent (with the reason).
An example
An architecture practice wants project enquiries from DMs to arrive by email.
They add the keyword project to the Start step.
Three Collect information steps gather square_metres (number), city (text) and phone (phone).
They add a Send email step:
Recipient: Team (portfolio members)
Subject: "New project enquiry — {{contact.name|no name}}"
Body: a summary like the example above.
After it, a second Send email step: Recipient The contact's email, Subject "We have your enquiry", Body a short thank-you.
Finally a Message step: "We have your enquiry and will come back within 24 hours."
The result: the team hears about it by email and the person gets a written confirmation.
Common mistakes
Choosing "the contact's email" without having one. With no address the email does not go out. Collect the email with a Collect information step first, then send.
Using the same subject for every request. You will not find the right one among twenty emails titled "New message". Put the person's name or the kind of request in the subject.
Trying to add a signature and logo to the body. The brand header and footer come from the template; a second signature in the body is just a repeat.
Assuming the email went out. Even when the step fails, the flow continues. Confirm the send on the Runs tab.
Emailing the customer instead of messaging them. People who wrote in a DM expect an answer in the DM. Use email as an extra channel, not a replacement.
Not giving placeholders a default. An empty {{field.industry}} leaves a blank line in the email. Write {{field.industry|-}} instead.
Limits
Subject at most 200 characters, body at most 4,000, address field at most 300.
The recipient is one of three kinds: Team, The contact's email, A specified address.
Several addresses are separated by commas.
The brand header and footer come from the template.
One output: Next; the flow continues even when the email fails.
The step is unaffected by the 24-hour window.
The step depends on your plan; out of scope the run stops here.