Send email

Send an email with formatted text, signature and attachments — reply in the thread of a received email, or save it as a draft for a person to check.

What it does

The step writes one email from your workflow. The text is written in Markdown — by you, by an AI step, or both — and arrives as a properly formatted email: headings, bold text, lists, tables and links. A plain-text version is included for mail programs that don't show HTML.

It works in three ways:

Action	What happens
send	Sends the email via your SMTP server.
reply	Answers an email that the Email received trigger delivered: to its sender, with "Re: …" in front of the subject and in the same conversation in the recipient's mail program. The original text can be quoted below.
draft	Saves the email in the drafts folder of the mailbox (via IMAP). Nothing is sent — a person opens the draft in Outlook, Thunderbird or the webmail, checks it and sends it. The safest way to start with AI-written emails.

Attachments are files from earlier steps — an Excel workbook, a Word document, the attachments of a received email — and arrive with their original name and type.

What you configure

Field	What it controls	Required	Notes
Action	send, reply or draft.	optional	Default send.
SMTP server / SMTP port / SMTP encryption	Outgoing mail server.	for send/reply	Encryption starttls (default, port 587), tls (port 465) or none (internal relays only).
IMAP server / IMAP port / IMAP encryption	Mailbox for drafts and the sent folder.	for draft	Default port 993 with tls.
User / Password	Login for SMTP and IMAP.	usually	The password is stored encrypted. Microsoft 365 and Gmail: use an app password.
Accept self-signed certificate	For internal mail servers.	optional	Off by default.
From / Sender name	Sender address and the name recipients see.	optional	Default address: the user, if it is an email address.
To / Cc / Bcc	Recipients.	To required (except for reply)	Several addresses separated by comma or semicolon; memory values can be inserted, e.g. {memory://customer/email}. For reply the default is the sender of the original email (or its Reply-To). Bcc recipients are not visible in the email.
Subject	Subject line.	required (except for reply)	For reply the default is "Re: " + the original subject.
Text	The body in Markdown.	required	e.g. Dear {memory://mail/fromName},\n\n{memory://answer}.
Original mail	The email to reply to.	for reply	The email or the mail reference from Email received.
Quote original mail	Shows the original text below the reply ("On 24 Sep 2026, 10:00, … wrote:").	optional	Needs the email itself as Original mail, not the mail reference.
Attachments	One or more files from earlier steps.	optional	Selecting the attachments output of Email received attaches all its files.
Add workspace signature	Appends the signature from the workspace settings.	optional	On by default.
Save to sent folder	Puts a copy into the sent folder via IMAP.	optional	Only needed if the mail server doesn't do this itself — Microsoft 365 and Gmail do.
Drafts folder	Where drafts go.	optional	Detected automatically (also "Entwürfe", "Drafts").
Max. attachment size (MB)	Upper limit for all attachments together.	optional	Default 20. Larger attachments stop the step.
Result	Memory key for message ID, recipients and subject.	optional	See below.

Signature and allowed domains

Two settings in Administration → Workspace apply to all Send email steps of the workspace:

• Signature — Markdown, appended below the text.
• Allowed recipient domains — e.g. example.com, partner.com. An email to any other domain stops the step with an error that names the address; subdomains (sales.example.com) are allowed. Drafts are not blocked, only noted in the job log — a person decides before sending.

Security

• HTML written into the text — by a person or an AI — is shown as text, not executed.
• Links work only with https://, http:// and mailto:. Images are turned into links, so nothing is loaded when the recipient opens the email.

Result

{
  "mode": "reply",
  "messageId": "<0f395aac-8ff0-467c-90e7-f3e3c2f25cb9@example.com>",
  "subject": "Re: Request for quotation",
  "to": ["purchasing@customer.com"],
  "cc": [],
  "bcc": [],
  "attachments": ["Quotation_A-4711.xlsx"],
  "accepted": ["purchasing@customer.com"],
  "rejected": [],
  "folder": "Sent Items"
}

folder is set for drafts and for the copy in the sent folder.

Example scenario

Answering requests with a person in the loop. Email received watches sales@. An AI step drafts an answer from the request and your product knowledge, an Excel step builds the quotation. Send email with action draft, Original mail set to the received email and the workbook as attachment saves the reply to the drafts folder — in the right thread, with the quotation attached. A salesperson checks and sends it from Outlook.

Once the answers are reliably good, switch the action to reply.

Recommendations

• ✅ Start with draft. Switch to send/reply once you trust the results.
• ✅ Set allowed recipient domains for automations that should only write to known customers or internally.
• ✅ Let the AI write Markdown — headings, lists and tables come out well formatted.
• ⚠️ Microsoft 365 and Gmail need an app password (or an SMTP relay) — the normal account password is rejected.
• ❌ Don't send to large recipient lists. The step is meant for individual emails, not newsletters.

What to do next

• Receive and answer emails: Email received.
• Let a person approve first: Request approval.