Email guide

Introduction

Prerequisites

• A Resend account with a verified domain
• A SendGrid account with an authenticated domain
• An SMTP server which is authorized to send emails from your domain (Gmail, iCloud, Amazon SES)

Setup

1

Connect the Email app.

Head over to Configuration → Apps, and find Email from the list of apps to discover. Tap the Connect button to enable.

2

Add Senders

After connecting the Email app, click on Configure. You will find a pre-defined email address Invopop Email <email@invopop.com>. Editing this email address will allow you to customize the Sender name, allowing you to send emails with your company name Company Name <email@invopop.com>.You can add as many senders as you need by tapping on the Add button. Email providers other than Invopop will allow you to use your own domain name (after it’s configured with the email provider).

3

Set up your workflow

Whether you start from an existing or new workflow, make sure that you add the Send email step after you have issued an invoice via the corresponding tax authority and generated a PDF (if required). This will ensure the necessary files are attached, and that the invoice complies with local regulatory requirements.If you simply want to send a Notification via Email, this suggestion does not apply, as no files are attached.

Workflow actions

1. Send email: this action will attach the files associated with a silo entry, and is mainly used for sending invoices to customers or other recipients.
2. Notify via Email: this action will not attach files, and is meant for sending messages such as notifications or failures.

Workflow step configuration

Custom template variables with job args

How it works

Example: adding a payment link

1

Configure your email template

In the email body field you can use both UI variables (in this case Customer Name and Full Code) and custom variables {{args.payment_link}}.

2

Execute the job with custom args

Arguments (args) are key-value pairs tailored to specific applications, in this case we are creating a payment_link which will be available to the Email App. Create the job via API with the proper payload:

  {
    "content_type": "application/json",
    "silo_entry_id": "...",
    "workflow_id": "...",
    "args": {
      "payment_link": "https://your-payment-link.com"
    }
  }

3

Verify result

The email recipient should receive an email with the following content:

Hello John Doe,

Your invoice INV-2025-001 is attached to this email.

You can pay it here: https://your-payment-link.com

Best regards,
Invopop

How do I get errors emailed to me when a workflow fails?

Add a Notify via email step to the error handling area at the end of your workflow. The error handler only runs when something upstream fails, so the email is sent just for failed jobs. Alternatively, if you handle the exception, add it in the exception handling area nested in the step.Configure the step like this:

• To — your own address (or a shared inbox / distribution list).
• Subject — write a short label such as Error on invoice. You can use the Insert variable button to append the Full Code so you can identify which document failed.
• Body — describe the problem, then use Insert variable to add the Full Code and the Faults variable. Faults expands into the list of errors that caused the job to fail, so you get the full reason without opening the console.

For example, a body of Invoice [Full Code] has the following errors: [Faults] produces a message naming the document and listing every error.Once saved, any job that fails will trigger this step and send you the error details automatically.

Is email in sandbox limited in any way?

We strive to make our sandbox workspaces as similar to our live workspaces as possible. However, in order to prevent abuse and email mistakes, the following differences should be observed in Sandbox:

• Emailing customers is disabled in sandbox workspaces.
• Emailing suppliers is disabled in sandbox workspaces.
• Invoice PDFs will have a “Sample” watermark.
• [Invopop Test] will be prepended to the subject.

How do I set up Gmail as my SMTP server

Follow the instructions in this support guide. Setting up an SMTP relay allows you more fine-grained control over your email needs and has the largest quota (up to 10,000 recipients per day); but can only be set up by an account administrator.Gmail’s SMTP server allows up to 2,000 emails per day. It can be set up by an end-user by creating an app password and using the set-up configuration listed in the Google support guide.

How do I set up iCloud Mail

Follow the instructions found in iCloud Mail server settings for other email client apps.

How do I set up Microsoft 365

Follow the instructions found in How to set up a multifunction device or application to send emails using Microsoft 365 or Office 365

How do I set up Amazon SES

Follow the instructions found in Using the Amazon SES SMTP interface to send email

My custom variable displays as <no value>

This means the job’s args key/value pair was not set. Ensure that you pass a value, even if it’s empty:

 {
   "content_type": "application/json",
   "silo_entry_id": "...",
   "workflow_id": "...",
   "args": {
     "payment_link": ""
   }
 }

Alternatively, you can handle undefined args by using a fallback:

{{or args.variable_name "Default value"}}