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Email Notifications

Time to learn: 7 minutes
Prerequisites: Understanding of Placeholders and Result Configuration

Email notifications let you automatically send generated documents via email. Perfect for sending invoices, reports, certificates, and other documents directly to recipients.

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Email Notifications Quick Reference

RecipientsSupports placeholders
SubjectRich text with placeholders
BodyRich text editor
AttachmentsPDF option

What Are Email Notifications?​

Email notifications automatically send generated documents to recipients via email. You can:

  • Send documents to one or multiple recipients
  • Include custom subject and body text
  • Attach PDFs to emails
  • Use placeholders in email content

Why Use Email Notifications?​

Email notifications let you:

  • Automate delivery - No manual sending required
  • Personalize emails - Use placeholders for custom content
  • Track delivery - Know when documents are sent
  • Save time - Generate and send in one step

Setting Up Email Notifications​

  1. Click "More Options" in your automation
  2. Select "Email Config"
  3. Enable email notifications
  4. Configure recipients, subject, and body

Configuring Recipients​

Single Recipient​

Enter one email address:

  • customer@example.com

Multiple Recipients​

Enter multiple email addresses separated by commas:

  • customer@example.com, manager@example.com, admin@example.com

Using Placeholders​

Use placeholders to send to dynamic recipients:

  • {{customerEmail}} - Send to the customer's email
  • {{managerEmail}}, {{customerEmail}} - Send to multiple dynamic recipients

Example: If your data has an "Email" field, use {{email}} to send to each record's email address.

Composing Email Subject​

The subject line can include:

  • Static text: "Your Invoice"
  • Placeholders: "Invoice {{invoiceNumber}}"
  • Combined: "Invoice {{invoiceNumber}} - {{customerName}}"

Examples:

  • Invoice {{invoiceNumber}}
  • Resume for {{candidateName}}
  • Certificate of Completion - {{studentName}}

Composing Email Body​

The email body supports:

  • Rich text formatting - Bold, italic, lists, links
  • Placeholders - Dynamic content from your data
  • HTML formatting - Basic HTML tags

Rich Text Editor​

Use the built-in editor to:

  • Format text (bold, italic, underline)
  • Create lists
  • Add links
  • Structure content

Using Placeholders​

Include dynamic content:

Dear {{customerName}},

Your invoice {{invoiceNumber}} for {{amount}} is ready.

Please find the attached PDF.

Thank you!

Attaching PDFs​

You can attach generated PDFs to emails:

  1. Enable "Attach PDF" option
  2. The PDF will be automatically attached
  3. Recipients receive both the email and the PDF

Note: PDFs are only attached if PDF generation is enabled in result settings.

Email Formatting​

Plain Text​

Simple text emails work well for most use cases.

Rich Text​

Use formatting for professional-looking emails:

  • Bold for important information
  • Italic for emphasis
  • Lists for multiple items
  • Links for websites or resources

Use Cases​

Invoice Delivery​

Send invoices directly to customers:

  • Recipient: {{customerEmail}}
  • Subject: Invoice {{invoiceNumber}}
  • Body: Invoice details with placeholders
  • Attach: PDF invoice

Certificate Distribution​

Email certificates to students:

  • Recipient: {{studentEmail}}
  • Subject: Certificate of Completion - {{courseName}}
  • Body: Congratulations message
  • Attach: PDF certificate

Report Sharing​

Share reports with team members:

  • Recipient: {{managerEmail}}, {{teamEmail}}
  • Subject: Monthly Report - {{month}}
  • Body: Report summary
  • Attach: PDF report

Best Practices​

Recipient Configuration​

  • Verify email addresses: Make sure email fields contain valid addresses
  • Test with one recipient: Start with a single email before sending to many
  • Handle multiple recipients: Use commas to separate addresses
  • Use placeholders carefully: Ensure email fields exist in your data

Subject Lines​

  • Be descriptive: Include key information
  • Use placeholders: Make subjects relevant to each recipient
  • Keep it concise: Short subjects are more effective
  • Avoid spam triggers: Don't use all caps or excessive punctuation

Email Body​

  • Personalize content: Use placeholders for personalization
  • Keep it professional: Maintain a professional tone
  • Include clear calls to action: Tell recipients what to do next
  • Test formatting: Verify how emails look before sending many

Common Issues​

"Email not sent"​

  • Check that recipient email addresses are valid
  • Verify email field contains email addresses (not names)
  • Ensure Gdocify has permission to send emails
  • Check spam folders if emails aren't received

"Invalid email address"​

  • Verify email format is correct
  • Check for typos in email addresses
  • Ensure placeholders resolve to valid emails
  • Test with a known good email address

"PDF not attached"​

  • Make sure PDF generation is enabled
  • Verify PDF was generated successfully
  • Check that PDF file exists
  • Review execution history for errors

Tips​

  • Test first: Send a test email before generating many
  • Review email content: Check that placeholders are replaced correctly
  • Monitor delivery: Check execution history for email status
  • Use placeholders: Personalize emails with dynamic content
  • Keep it simple: Start with basic emails, add complexity later

Next Steps​

Now that you understand email notifications:

  1. Learn about Webhooks for API integrations
  2. Explore Triggers to automate generation
  3. Check out Run History to track email delivery