Automating some mandatory emails like a follow-up email, demo/webinar invite email, internal reminder emails, etc would increase your overall productivity and save your time. 


With workflows, you may now,

  • Send email to your contact (external communication)

  • Send email to Owner (within your team)


There are numerous scenarios where email automation makes the real difference between closed deals and missed revenues.


Let’s look at how to use workflows for one such scenario for, 


A. Sending an email to your Contact


Scenario: Sending a welcome email to every new prospect created via website signup.


  1. Log in as an Admin > Admin Settings > Workflows > New Workflow.

  1. Add a 

           Name: Send welcome email to new contact

           Description: For every new contact from the website, send a welcome email.               

  1. Choose the Record type: Contact.

  1. Configure your Workflow’s, 

           Execution trigger: when record is created

           Conditions: 

           a. Contact Property > Contact stage > is in > New

           (AND)              

           b. Contact Property > Territory > is not in > Unassigned

  1. Now choose the an action from the drop-down.

Action: Send email to Contact


 

  1. In the overlay that comes up, you can choose the Welcome email template if it has been already saved or create a new one too.

  1. Choose a From and To address. By default, it’s pre-filled with Record Owner. You may choose to send the email from or to your account’s sales email address or any other user’s email.
    You may also add a Cc and Bcc address too.
        

  1. Check the track email check box to track your email opens, clicks and replies.

  1. Check the Include link to unsubscribe option to avoid spamming your contacts. 

  1. Hit Save.

  1. Either Save & Start the workflow immediately or just Save it for now and activate it later.

Note:

Emails are sent only to those Contacts assigned to an Owner. To take care of this criteria, add a condition which says: 

Contact Property > Territory > is not in > Unassigned



B. Sending email to Owner


Scenario: Sending a reminder email to your sales agent when a deal is stuck in a particular stage for a long time.  


  1. Log in as an Admin > Admin Settings > Workflows > New Workflow.

  1. Add a 

           Name: Send reminder email to your sales agent

           Description: When a deal is untouched for a long time (over a week), send a 

           reminder email.                 

  1. Choose the Record type: Deal.

  1. Configure your Workflow’s, 

           Execution trigger: multiple times, when record is created or updated

           Conditions: Deal Property > Age in(days) > is greater than > 7          

  1. Now choose an action from the drop-down.

           Action: Send email to Owner 

  1. In the overlay that comes up, 

  • You can choose the Deal follow-up email template if it has been already saved or create a new one too.

  1. You may choose to Cc and Bcc to your account’s sales email address or any other sales agent’s email.            

  1. Hit Save.

  1. Either Save & Start the workflow immediately or just Save it for now and activate it later.


Now, each time a deal stays untouched in any stage of the pipeline for more than a week, the sales agent is notified so that he may act on time.


How many emails can you send per day via Freshsales SMTP?

This limit is depended on your plan and is applicable for emails sent via Freshsales SMTP only.


What if you send emails via your custom SMTP?

In case you’ve chosen to send emails using your custom SMTP while configuring your general email settings, then the above limits don’t apply.

To be noted,

  • If you’ve not configured your custom SMTP, then by default the Freshsales SMTP is used to send your emails.

  • Also, if an email is sent from your account’s sales email address(common email used by your entire company), then it’s sent using Freshsales SMTP.