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.
Log in as an Admin > Admin Settings > Workflows > New Workflow.
Add a
Name: Send welcome email to new contact
Description: For every new contact from the website, send a welcome email.
Choose the Record type: Contact.
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
Now choose the an action from the drop-down.
Action: Send email to Contact
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.
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.
Check the track email check box to track your email opens, clicks and replies.
Check the Include link to unsubscribe option to avoid spamming your contacts.
Hit Save.
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.
Log in as an Admin > Admin Settings > Workflows > New Workflow.
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.
Choose the Record type: Deal.
Configure your Workflow’s,
Execution trigger: multiple times, when record is created or updated
Conditions: Deal Property > Age in(days) > is greater than > 7
Now choose an action from the drop-down.
Action: Send email to Owner
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.
You may choose to Cc and Bcc to your account’s sales email address or any other sales agent’s email.
Hit Save.
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.
FAQs
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.
Depends on no. of active users Per day limit = [ ] * no. of active users | ||||||
Plans | Trial | Sprout | Blossom | Garden | Estate | Forest |
No. of emails | 100 | N/A | N/A | 500 | 1000 | 2000 |
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.
How to switch from Freshsales SMTP to custom SMTP and vice versa?
To switch from your connected mailbox's custom SMTP to Freshsales or vice versa, click on your profile icon to the top right > Connect email.
Under your connected email, you will find a button that reads "change email server". Choose the SMTP of your choice and hit on save to start sending emails from your chosen SMTP server.
How do I use a workflow to configure multiple actions?
If you're planning on executing a series of steps for a record, you can make use of a sales sequence instead. To know more about how one can be configured, click here.
How to send out emails through workflows to a person that is not a part of the CRM as a user or contact?
Emails from workflows can only go out to contacts in your CRM system. Your users can be added in CC or BCC. If you wish to send emails to external contacts, you can make use of marketing journeys instead to send out an internal notification to 5 other users instead.
What to do when an email from a workflow is not sent?
If a workflow fails to send an email, please check if your mailbox is connected. If yes, navigate to admin settings > domain verification and check if your domain is verified. Try verifying your email and testing your workflow again.
How does the "send email to sales owner" option work?
If you choose the send email to sales owner option, the email will go to the sales owner of the respective record only. If you want it to go to your admin or other users, you can either make sure that they are the owners of the records in question or, you can make use of the CC, BCC fields.