Send Email Block: Automate PDF Delivery with Dynamic Content and Outlook Integration

📄 Send Email Block: Automate PDF Delivery with Dynamic Content and Outlook Integration
 

The Send Email Block in Ontraccr lets you automatically email submitted forms—complete with PDF attachments, dynamic subject lines, custom body text, and even Outlook integration. Whether you're notifying clients, your accounting team, or project managers, this block makes it seamless.

📩 What Is the Send Email Block?

This workflow block:

• Sends an email when the form hits that point in the workflow
• Attaches the PDF copy of the submitted form
• Can include files from attachment fields
• Can send to internal or external contacts
• Supports dynamic subject lines, body text, and personalized recipients

🛠 How to Add and Configure It

1. First you must ensure you’ve connected your email account via Settings → Integrations → Microsoft 365. Please note, this applies to both Outlook & Gmail. Setting up even your Gmail account is only possible via a MS365 account
2. In Step 3: Workflow, drag the Send an Email Block into the workflow
3. Connect an earlier block (e.g., Submit, Approve) to its input node
4. Click the gear icon ⚙️ to configure all options

✉️ Email Configuration Options

🔹 Sender Email

🧠 Best Practice: Use a shared mailbox like admin@company.com or invoices@company.com for team visibility.

🖊️ Subject Line Options

• Static Subject – Type your own subject (e.g. “New Jobsite Report”)
• Variables – Insert dynamic info like:
  • Form Name
  • Project Name
  • Author
  • Date Created
  • Form Number
  • Custom text fields from the form
• Field-Based Subject – Use a field’s value as the entire subject line (e.g., “Quote Title” or “Client Name”)

📝 Email Body Options

• Static Body – Write a default message
• Variables – Inject form details (same as subject options)
• Field-Based Body – Use a field (e.g., “Job Description” or “Scope of Work”) as the entire body text

👥 Recipient Configuration

To / CC / BCC Recipients Can Include:

✅ Recipients must opt into communication on first contact if they’re not already Ontraccr users. A green ✅ appears once accepted.

🔁 Reply-To Email

Allows you to specify where replies should go:

• Most common: Form Author
• Useful if sender is forms@ontraccr.com but you want replies routed to someone specific

📎 Attachments

Choose which attachment fields from your form should be included in the email:

• All, some, or none
• PDF of the form is always attached by default

🧠 Use Case Examples

📝 Gotchas & Tips

• ⚠️ Gmail on its own isn’t supported for sending—use Outlook or Ontraccr default—Or setup a MS365 account for your Gmail
• ✅ Outlook sender signature + formatting will be preserved
• 🛡️ Users can't send as others unless they’ve integrated their own Outlook
• 📧 Combine with approval or trigger blocks to create complete automation

🧩 Required Setup: Linking Gmail via Microsoft Outlook (If You Use Gmail)

Add Gmail to Microsoft Outlook (part of M365)

This lets you send/receive Gmail through Outlook.

👉 Steps:

1. Open Outlook (desktop or web).
2. Go to File > Add Account.
3. Enter your Gmail address.
4. Sign in via the Google pop-up window (you’ll have to allow permissions).
5. Done! Your Gmail will now sync with Outlook.

🛑 Note: You might need to enable IMAP in your Gmail settings and turn on "Less secure apps" or generate an App Password if you use 2FA.