Send email

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Configuration Options

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Basic Email Settings

• Add multiple email addresses separated by commas
• Supports variable insertion to dynamically set recipients
• Example: user@example.com, {{Contact Email}}, admin@company.com

• Set a custom subject for your emails
• Supports variable insertion for dynamic subject lines
• Example: Thank you {{Name}} for completing our bot!

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SMTP Configuration

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Default SMTP (Quick.bot)

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Custom SMTP Configuration

• From Email: The sender’s email address (e.g., noreply@yourcompany.com)
• From Name: Display name for the sender (e.g., Your Company Name)
• Host: SMTP server hostname (e.g., smtp.gmail.com, smtp.sendgrid.net)
• Username: SMTP authentication username
• Password: SMTP authentication password
• Port: SMTP server port (common values: 25, 587, 465)

• TLS/SSL: Enable secure connection (recommended for ports 587/465)

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Advanced Email Options

• Set a different email address for replies
• Useful for directing responses to a specific inbox
• Supports variable insertion

• Send copies to additional recipients
• Multiple addresses supported (comma-separated)
• Recipients can see other CC addresses

• Send hidden copies to recipients
• Other recipients cannot see BCC addresses
• Useful for internal notifications

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Email Content Features

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Content Modes

• Automatically generates a recap of user responses
• Includes all collected variables and answers
• Professionally formatted HTML template
• Includes a link to view full results in the dashboard

• Simple plain text emails
• Supports variable insertion
• Automatic line break handling
• Best for simple notifications

• Full HTML email composition
• Advanced styling capabilities
• Variable insertion with {{Variable Name}} syntax
• Supports complex layouts and formatting

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Variable Integration

• Use {{Variable Name}} syntax to insert collected data
• Variables are automatically parsed and replaced with user responses
• HTML variables are properly escaped in text mode
• Raw HTML is preserved in code mode

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File Attachments

• Select a variable containing file uploads
• Variable must be linked to a File Upload input block
• Supports multiple file attachments
• Files are included as email attachments with original names

• File upload blocks from the bot flow
• Variables containing file URLs
• Multiple files from a single variable

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Advanced Features

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SMTP Provider Compatibility

• Host: smtp.gmail.com
• Port: 587 (TLS) or 465 (SSL)
• Use App Passwords for enhanced security

• Host: smtp.sendgrid.net
• Port: 587
• Use API key as password

• Host: smtp.mailgun.org
• Port: 587
• Use Mailgun SMTP credentials

• Host: Regional endpoint (e.g., email-smtp.us-east-1.amazonaws.com)
• Port: 587 or 25
• Use SES SMTP credentials

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Security Features

• All SMTP credentials are encrypted at rest
• Passwords are never logged or displayed
• Secure credential storage with AES encryption

• TLS/SSL support for encrypted transmission
• Authentication required for all custom SMTP configs
• Secure credential validation during setup

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Email Testing

• Test SMTP settings before saving
• Automatic test email sent to your account
• Real-time validation of connection parameters
• Clear error messages for troubleshooting

• Emails are not sent during bot preview
• Clear indication when running in preview mode
• Prevents accidental email sending during testing

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Best Practices

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Email Deliverability

• Use consistent “From” addresses
• Authenticate your domain with SPF, DKIM, and DMARC records
• Maintain low bounce rates by validating email addresses

• Use clear, relevant subject lines
• Include both HTML and text versions when possible
• Avoid spam trigger words and excessive formatting
• Include unsubscribe links for marketing emails

• Be mindful of SMTP provider sending limits
• Implement delays for high-volume sending
• Monitor bounce and complaint rates

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Security Best Practices

• Use dedicated SMTP credentials (not personal email passwords)
• Enable two-factor authentication on email accounts
• Use App Passwords for Gmail and similar providers
• Regularly rotate SMTP passwords

• Avoid including sensitive information in email content
• Use HTTPS links for any embedded URLs
• Consider data retention policies for email logs
• Implement proper access controls for SMTP credentials

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Email Formatting

• Use table-based layouts for maximum compatibility
• Test across different email clients
• Include alt text for images
• Use inline CSS for styling

• Validate variable names before using in templates
• Provide fallback text for optional variables
• Test with various user input scenarios
• Escape special characters appropriately

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Troubleshooting

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SMTP Configuration Issues

Error: Unable to connect to SMTP server

• Verify host and port settings
• Check firewall/network restrictions
• Confirm TLS/SSL settings match provider requirements
• Test with telnet: telnet smtp.provider.com 587

Error: Invalid login credentials

• Verify username and password accuracy
• Use App Passwords for Gmail (not account password)
• Check if two-factor authentication requires special credentials
• Confirm account has SMTP access enabled

Error: TLS negotiation failed

• Try different security settings (TLS vs SSL vs none)
• Verify port matches security setting (587 for TLS, 465 for SSL)
• Check if provider requires specific TLS versions
• Test with different port numbers

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Email Delivery Problems

1. Check spam/junk folders
2. Verify recipient email addresses are correct
3. Review email logs in the bot results
4. Test SMTP configuration with simple test email
5. Check sender reputation and domain authentication

• Ensure file variable contains valid file URLs
• Check file size limits (most providers limit to 25MB)
• Verify file types are allowed by recipient email system
• Test with different file formats

• Confirm variable names match exactly (case-sensitive)
• Check that variables have been collected before the email block
• Test variable values in other parts of the bot
• Review variable scope and availability

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Performance Optimization

• Check SMTP provider response times
• Consider using dedicated IP addresses for high volume
• Implement connection pooling for multiple emails
• Monitor server resources during email processing

• Respect provider sending limits
• Implement delays between emails if needed
• Consider queuing emails for large batches
• Monitor bounce rates and delivery statistics

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Debugging Tools

• SMTP connection details
• Email content and recipients
• Error messages and stack traces
• Delivery status and timing information

1. Configure SMTP settings in the email block
2. Click “Create” to test the configuration
3. Check for test email delivery
4. Review any error messages in the interface

• Email successfully sent: Email delivered to SMTP server
• Email not sent: General delivery failure
• Emails are not sent in preview mode: Preview mode protection active
• Connection timeout or authentication errors: SMTP configuration issues