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Send mail

Overview
Syntax
Send emails from a verified address
Anti-spam measures
Examples

Overview

To improve email deliverability, we will be following Gmail's updated sender email policy starting from February 1, 2024. This means that Gmail addresses cannot be used as a sender address in the send mail tasks. Learn More

Note: When an email is triggered after a record is added via the add record task, the image and signature fields in the added record will not be included in the attached PDF.

The send mail deluge task when executed sends an email to the specified recipients.

For example, in Zoho Creator:

You can use this task to send a confirmation email to users when they successfully submit a form.
You can attach reports to the email, select what records you want to send based on criteria, attach file upload field values, attach record templates, and you can choose the format in which the attachment will be sent.

Syntax

 sendmail
[
from: <from_address>
to: <to_address>
cc: <cc>
bcc: <bcc>
reply to: <reply_to_address>
subject: <subject>
message: <message>
content type: <content_type>
attachments: <attachment>
]

Parameter	Data type	Description
<from_address>	TEXT	The value you provide here will be displayed as the sender's email address. Allowed Values: You can hardcode the sender's email address. You can specify the system variable zoho.adminuserid. You can specify the system variable zoho.loginuserid as long as the user is not a customer portal user. If the user is a portal user, the email address has to be verified before it can be used as the FROM address. The address can be specified in the format "John <john@zylker.com>" to display the sender name in the recipient's inbox. In Zoho Creator, you can specify the value entered in email address field type in your form in the format: input.<email_field_link_name>. Note: Click here to learn about which the restrictions imposed on this parameter in view of spam control.
<to_address>	TEXT/ LIST	The email address to which the email will be sent. Allowed Values: You can hardcode the recipient's email address. You can specify multiple email addresses separated by commas, or held in a LIST. You can specify system variables zoho.adminuserid and zoho.loginuserid. In Zoho Creator, you can specify the value entered in email address field type in your form in the format: input.<email_field_link_name>.
<cc_address> (optional)	TEXT/ LIST	Email address of the recipients to whom the email should be copied. Recipients in this list will be able to see all others in this list. Allowed Values: You can hardcode the CC email address. You can specify multiple email addresses separated by commas, or held in a LIST. You can specify system variables zoho.adminuserid and zoho.loginuserid. In Zoho Creator, you can specify the value entered in email address field type in your form in the format: input.<email_field_link_name>.
<bcc_address> (optional)	TEXT/ LIST	Email address of the recipients to whom the email should be copied. Recipients in this list will not be able to see others in this list. Allowed Values: You can hardcode the BCC email address. You can specify multiple email addresses separated by commas, or held in a LIST. You can specify system variables zoho.adminuserid and zoho.loginuserid In Zoho Creator, you can specify the value entered in email address field type in your form in the format: input.<email_field_link_name>.
<reply_to_address> (optional)	TEXT/ LIST/ comma-separated TEXT	The email address specified here will be populated in the "To" address when the email recipient clicks on "Reply" for the email notification which is editable. The following are the examples of how multiple reply to email addresses can be provided. List: replyToAddresses = List(); replyToAddresses.add("shawn@zylker.com"); replyToAddresses.add("hailee@zylker.com"); replyToAddresses.add("brent@zylker.com"); Text: replyToAddresses = "shawn@zylker.com, hailee@zylker.com, brent@zylker.com"; Comma-separated Text values reply to = "shawn@zylker.com", "hailee@zylker.com", "brent@zylker.com" Note: You can provide a maximum of 20 reply to email addresses.
<subject>	All data types	Subject of the email.
<message>	All data types	Content of the email. This can be provided as HTML or plain text.
<content_type> (optional)	TEXT	It could be one of the following: HTML - Executes the HTML tags present in the message content Plain Text - Treats the message content as text Default value: HTML Note: By default, if the <message> content contains HTML tags, they will be rendered. To send HTML tags without rendering, mention <content_type> as Plain rexr.
<attachments> (optional)	FILE	Files that needs to be attached with the mail. Note: The maximum size of attachments is 15 MB. If the attachments exceed this limit, the emails will be delivered without them. In Zoho Creator, if attachments exceed this limit, a note indicating that an attachment has been dropped will be sent to the recipient along with the email content. The value of this parameter needs to be in the following format to attach files fetched using invokeUrl task: To attach a single file: file: <file_attachment> The formats to attach multiple files: (or) List of files file: <file_attachment_list> where, <file_attachment_list> is the LIST containing the attachments. As comma-separated values file: <file_attachment_1>, file: <file_attachment_2>, file: <file_attachment_3>,.. To attach Zoho Creator entities, the value of this parameter needs to be in the format specified in the below table:

To attach Zoho Creator entities

Zoho Creator Entity	Format	Description
Reports	For Pivot reports: report: <Report_link_name> as PDF For all other report types: view: <Report_link_name> [<criteria>] as <attachment_format>	Use this parameter to attach a report, containing records which meet a specified criteria, in a specified format. <Report_link_name> refers to the link name of the report whose records will be sent as an attachment. <criteria> refers to the criteria based on which records will be sent. The criteria is mandatory. <attachment_format> refers to the format in which the attachment will be sent. Applicable formats are: PDF XLS TSV CSV You can attach multiple reports separated by a comma as shown below: view: <Report_link_name1> [<criteria>] as <attachment_format>, view: <Report_link_name2> [<criteria>] as <attachment_format>, view: <Report_link_name3> [<criteria>] as <attachment_format> .... Note: This entity is not applicable for published forms.
Files uploaded in file fields	file: input.<file_upload_field>	Use this parameter to attach the values specified in the file upload field types while submitting the form <file_upload_field> refers to the link name of the file upload field type in the form. You can attach multiple file upload field values separated by a comma as shown below: file: input.<file_upload_field1>, file: input.<file_upload_field2>, file: input.<file_upload_field3> ...
Files fetched using the fetch record task	file: <collection_variable>.<file_upload_field>	Use this parameter to attach file upload field type values held in a collection variable. <file_upload_field> refers to the link name of the file upload field type in the first record in the collection variable. You can attach multiple file upload field values in different collection variables separated by a comma as shown below: file: <collection_variable1>.<file_upload_field>, file: <collection_variable2>.<file_upload_field>, file: <collection_variable3>.<file_upload_field> ...
Record template	Syntax in form workflow: template: <record_template> as <attachment_format> Syntax in custom function: template: <record_template>: <form_link_name> <record_id_variable> as <attachment_format>	Use this parameter to attach record templates in a specified format. <record_template> refers to the link name of the Record Template. <attachment_format> refers to the format in which the attachment will be sent. Applicable values(to be specified without quotes) : PDF - sends record templates as PDF attachment inline - sends record templates as inline message content Only templates based on the form specified in the workflow can be sent as an attachment. You can attach multiple templates separated by a comma as shown below: template: <record_template1> as <attachment_format>, template: <record_template2> as <attachment_format>, template: <record_template3> as <attachment_format> .... Use the following syntax to attach multiple templates to a sendMail task written in a custom function template: <record_template1>: <form_link_name1> <record_id_variable1> as <attachment_format>, template: <record_template2>: <form_link_name2><record_id_variable2> as <attachment_format>, template: <record_template3>: <form_link_name3><record_id_variable3> as <attachment_format> .... Note: The <record_id_variable> can be a variable that holds the ID of the record or a fetch records task that extracts the ID of a specific record. You cannot directly supply a NUMBER value representing the required record ID.

In Zoho Creator, this task can be used in the following events

When a record is Created
On Load	Yes
On Validate	Yes
On Success	Yes
On User input	Yes
Subform on add row	Yes
Subform on delete row	Yes
When a record is Created or Edited
On Load	Yes
On Validate	Yes
On Success	Yes
On User input	Yes
Subform on add row	Yes
Subform on delete row	Yes
When a record is Edited
On Load	Yes
On Validate	Yes
On Success	Yes
On User input	Yes
Subform on add row	Yes
Subform on delete row	Yes
When a record is Deleted
On Validate	Yes
On Success	Yes
Other workflow events
On a scheduled date	Yes
During approval process	Yes
During payment process	Yes
In a Custom Function	Yes
In an Action item in report	Yes

Send emails from a verified address

Anti-spam measures

In services other than Zoho Cliq and Zoho Mail, the From: address should only be specified as zoho.adminuserid, or zoho.loginuserid*, or a verified email address. Otherwise, the sendmail task will fail.

From	To	Result
zoho.adminuserid, zoho.loginuserid (only when the logged in user is not* a customer portal user), or verified email address (or) variable that contains any of these	Any email address	Mail will be sent
email address other than zoho.adminuserid, zoho.loginuserid, or verified email address	Any email address	Error while saving
variable that contains email address other than zoho.adminuserid, zoho.loginuserid, or verified email address	Any email address	Error during run time

In Zoho Cliq and Zoho Mail, the From: address should only be specified as zoho.loginuserid, or a verified email address. Otherwise, the sendmail task will fail.

From	To	Result
zoho.loginuserid or verified email address (or) variable that contains any of these	Any email address	Mail will be sent
email address other than zoho.loginuserid or verified email address	Any email address	Error while saving
variable that contains email address other than zoho.adminuserid, zoho.loginuserid, or verified email address	Any email address	Error during run time

Examples

1) The following script is a sample snippet of the send mail task.

sendmail
[
 from: zoho.adminuserid
 to: "shawn@zylker.com"
 cc: "salesmanager@zoho.com"
 reply to: "support@zohocreator.com"
 subject: "Welcome to Zoho Creator"
 message: "Your registration with Basic Plan is successful. You have selected the following Add-on:<ul><li>Customer Portal - 500 users</li></ul>"
]

sendmail
                [
                    from :"John <" + zoho.loginuserid + ">"
                    to :"john@zylker.com"
                    cc:"salesmanager@zoho.com"
                    reply to :"support@zohocreator.com"
                    subject :"Team meeting"
                    message :"Let's meet at 5"
                ]

sendmail
                [
                    from :"John <" + zoho.adminuserid + ">"
                    to :"john@zylker.com"
                    cc:"salesmanager@zoho.com"
                    reply to :"support@zohocreator.com"
                    subject :"Team meeting"
                    message :"Let's meet at 5"
                ]

Note: You can use HTML tags to format your email content. For example, use   tag to add a line break,   tags to include a paragraph, and so on.

2) The following script is a sample snippet of the send mail task being used in Zoho Creator. It sends an email from a verified email address. The mail is displayed along with the specified name in the recipient's inbox.

sendmail
[
 from: "Shawn <shawn@zylker.com>"
 to: "john@zylker.com"
 cc: "salesmanager@zoho.com"
 reply to: "support@zohocreator.com"
 subject: "Team meeting"
 message: "Let's meet at 5"
]

3) The following script sends an email with an attachment fetched using the invokeURL task. The email is sent to the email address in the 'candidate_email' field.

fileResp = invokeUrl
[
  url: "https://www.zohowebstatic.com/sites/zweb/images/ogimage/zoho-logo.png"
  type: GET
];
sendmail
[
  from: zoho.adminuserid
  to: candidate_email
  subject: "Welcome aboard"
  message: "We welcome you aboard. Here's wishing you a great career with us."
  Attachments :file: fileResp
]

4) The following script sends an email with a report as an attachment from Zoho Creator. The email is sent to the email address in the 'team_email' field. Only the records which meet the given criteria are included in the report. The report link name is "Leads_Report", and only the records which contain the "Status" field value as "Converted" are included in the sent report.

sendmail
[
  from: zoho.adminuserid
  to: input.team_email
  subject: "Today's Deals"
  message: "Please find the PDF attachment for today's deals"
  Attachments :view: Leads_Report [Status=="Converted"] as PDF
]

5) The following script sends an email with the 'File Upload' field value as an attachment from Zoho Creator. The email is sent to the email address in the 'hr_email' field. The 'File Upload' field link name is 'resume'.

sendmail
[
  from: zoho.adminuserid
  to: input.hr_email
  subject: "New application received"
  message: "Please find the resume attached."
  Attachments :file: resume
]

6) The following scripts send an email with a record template as an attachment from Zoho Creator. The email is sent to the email address in the 'customer_email' field. The template link name is 'Medical_Invoice' and the form link name is 'invoice_details'.

Script if written in form workflow

sendmail
[
  from: zoho.adminuserid
  to: input.customer_email
  subject: "Thank you for the payment"
  message: "Please find your invoice in the attachment"
  Attachments :template: Medical_Invoice as PDF
]

Script if written in custom function

record_id = invoice_details[ID!= 0].ID;
sendmail
[
  from: zoho.adminuserid
  to: input.customer_email
  subject: "Thank you for the payment"
  message: "Please find your invoice in the attachment"
  Attachments :template: Medical_Invoice: invoice_details record_id as PDF
]

7) The following script sends an email with a report from Zoho Creator and an image fetched using the invoke URL task from Workdrive as attachments. The email is sent to the email address in the 'Customer Email' field. Only the records which meet the given criteria are included in the report. The report link name is "Medical_Equipment_Report", and only the records which contain the "Availability" field value as "In Stock" are included in the sent report.

fileResp = invokeurl
[
url :"https://download.zoho.com/v1/workdrive/download/9sv1b827f33bdcab545b583168f9642eabd29"
type :GET
connection :"Workdrive"
];
sendmail
[
from :zoho.adminuserid
to : "Customer_Email"
subject :"Inventory of Medical Equipments"                                                                                                        message :"Dear customer, we have attached the report of our medical equipment inventory and a     pamphlet mentioned special offers on bulk orders."
Attachments : file: fileResp, view:Medical_Equipment_Report[Availability == "In Stock"] as PDF
]

Note:

Create an OAuth connection named Workdrive and make sure to select WorkDrive.files.READ and ZohoFiles.files.READ scopes.
"9sv1b827f33bdcab545b583168f9642eabd29" mentioned in the above script is the resource ID of the image that has been uploaded to the Workdrive. It will not be the same for everyone. Copy and paste the resource ID of your image in its place and execute the script.

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