Streamline your workflows with SmartSuite’s Send Email action for Outlook Email. Automatically send emails from your Outlook account as part of a SmartSuite automation triggered by specific events.
Plan Availability | All plan types |
Permissions | Requires Solution Manager permissions or Administrator role. |
Related Reading |
What is an Action?
An Action performs a task when an automation’s Trigger and conditions are met. For example:
When a Record is Created (Trigger) + Conditions are Met → Send an Email (Action).
With SmartSuite’s Outlook Email integration, you can automate email communication directly from your configured Outlook account.
Setup
Prerequisites
Outlook Account: You need an active Microsoft Outlook account.
Automation Access: Available in all SmartSuite plans.
Permissions: Requires Solution Manager permissions or Administrator role.
Accessing the Automations Interface
Open the solution where you want to create the automation.
Click the Automations option in the Solution dropdown menu.
In the Automations dialog, click Add Automation to begin.
Configuring the Outlook Email Action
1. Choose a Trigger
Select a trigger to define when the automation will run.
Example Use Case:
To send an email for user-submitted bug reports, choose When a Record is Created as the trigger.
2. Select the Send Email Action
After configuring the Trigger, navigate to the Integrations section in the Add Actions list.
Select Outlook Email and choose the Send Email action.
How to Send an Outlook Email
Initial Account Setup
Connect Your Outlook Account:
Click Add New Outlook Email Credential to link your account.
Log in to your Outlook account when prompted.
Once authenticated, close the dialog box by clicking the X or clicking outside the window.
Manage Connected Accounts:
You can disconnect your account from the automation at any time by clicking the Disconnect button.
Configuring Email Details
Customize the following fields for your Outlook email:
Field | Description |
Send To | Enter the recipient’s email address(es). |
CC/BCC | Add carbon-copied (CC) or blind-copied (BCC) recipients (expand More Options). |
Subject | Specify the email subject line. |
Message | Add the email body content. |
Include Field Comparisons | Include selected fields with their current and prior values as a block at the end of the email. |
Use static values or mapped values from the triggering record to populate these fields.
When finished, click Save Automation to finalize the configuration.
Activating the Automation
Save Automation: Click Save Automation at the bottom-right corner of the screen.
Switch On: When prompted, choose Yes, Switch It On to activate the automation or keep it off until ready.
Custom Naming: Click on the dotted box at the top of the automation to customize its name.
Outlook: Resolving Credential Errors in Actions or Triggers
When encountering an error in Outlook actions or triggers related to credentials (e.g., expired or invalid), follow these steps:
Reconnect Your Credentials:
Remove the current credentials and add them again.
This step resolves about 90% of such issues.
Avoid Retrying Failed Runs:
Retrying does not work because failed runs retain the original credentials.
Instead, trigger a fresh run after reconnecting credentials.
When to Report a Bug:
If the issue persists after reconnecting credentials and triggering a fresh run, report it as a potential bug.
Practical Use Cases
1. Bug Report Notifications
Scenario: Notify your support team via email whenever a bug report is submitted.
Solution: Use the When a Record is Created trigger and configure the Send Email action to send the report details.
2. Task Assignment
Scenario: Send an email to a team member when a task is assigned to them.
Solution: Map the assignee’s email address to the Send To field in the Send Email action.
3. Reminders
Scenario: Send reminders for approaching deadlines.
Solution: Use a scheduled trigger to identify tasks nearing their due date and send reminder emails.