Send Email Action in HappyFox Workflows

This article explains the fields available in the Send Email action, including how to configure a recipient action that pauses the workflow until the recipient responds or submits a linked form.

Applicable Plans: Available on all plans.

Available options

• From Name — Sets the sender name shown in the email. Required. Text.
• To — Sets the main recipient email address or addresses. Required. Text.
• Cc — Adds carbon-copy recipients. Optional. Text.
• Bcc — Adds blind-copy recipients. Optional. Text.
• Reply To — Sets the address recipients should reply to. Optional. Text.
• Include user action in Email — Turns on clickable response options inside the email. Optional. Checkbox.
• Choices — Defines the response options available to the recipient. Optional. List, shown only when Include user action in Email is checked. Each choice gets an auto-generated ID.
  • Name — The label shown to the recipient and the placeholder used in the message. Required. Text.
  • Type — Sets whether the choice records a simple response or requests a form submission. Optional. Choice: Request for choice selection or Request form submission.
  • Confirmation message — Message shown after the recipient picks a choice. Optional. Text. Shown only when Type is Request for choice selection.
  • Form — The form the recipient submits for this choice. Optional. Selection. Shown only when Type is Request form submission.
• Subject — Sets the email subject line. Required. Text.
• Attachments — Adds files to the email using a merge field that resolves to a downloadable file URL. Any merge field containing a file URL works — for example, the Attachments merge field from the Ticket Created trigger when the incoming ticket has attachments. There is no single required merge field; any merge field that returns a downloadable file URL can be used. Optional. List.
• Message — Defines the email body. Supports dynamic content, merge fields, and choice placeholders. Required. Text.
• Include Metadata — Adds key-value data passed along when a linked form submission triggers a follow-up workflow. Optional. List.
  • Key — Metadata field name. Required. Text.
  • Value — Metadata field value. Required. Text.

You can insert merge fields into most text fields using the Insert Merge Fields link above the field.

How to use it

1. In the workflow builder, click Add Action.
2. Search for Send Email in the action picker.
3. Select Send Email under Workflows in the results.
4. Enter the From Name, To, and Subject for the email.
5. Optionally add Cc, Bcc, or Reply To recipients.
6. Write the email body in the Message field, using merge fields for dynamic content where needed.
7. Optionally add files to Attachments using a merge field that resolves to a downloadable file URL.
8. Check Include user action in Email if you want the recipient to respond from within the email.
9. Click the + next to Choices to add a response option.
10. Enter a Name for the choice.
11. Select a Type for the choice.
12. If you selected Request for choice selection, enter a Confirmation message to show the recipient after they respond.
13. If you selected Request form submission, select the Form the recipient should submit.
14. Repeat steps 9–13 to add additional choices.
15. Optionally add key-value pairs under Include Metadata to pass data to a form-triggered follow-up workflow.
16. Click Save and Test.
17. Once the action saves successfully, a branch block appears below the Send Email step for each choice. Click Add Action inside a branch to configure what happens when a recipient selects that choice.

Note: Each choice becomes its own branch beneath the Send Email step in the workflow builder. Only the branch matching the recipient's selection runs — add the follow-up actions for each outcome inside its corresponding branch.

Note: When a workflow includes a Send Email action with Include user action in Email enabled, the workflow instance pauses and shows a Waiting status in Run History until the recipient responds or submits the linked form.

Note: A recipient can select a choice or submit a linked form at any time after the email is sent — response links do not expire.

Note: Attachments are added using a merge field that resolves to a downloadable file URL, not a direct file upload. See how attachments work in HappyFox Workflows for details on supported formats and limitations.

Note: If the To field contains a malformed or invalid email address, the Send Email action fails.

The Send Email action is now configured. Next, learn how to read Run History to see when a workflow is waiting on an email response.