When building an Automation, you may choose the "Send an email" action. When the automation runs successfully, a corresponding email will be sent to selected email targets, containing the customizable information of your choosing during the automation configuration process. Currently, all email messages will show up as from "Airtable Automations" at this email address: email@example.com.
NOTEIf you use Gmail, then you may also find the Gmail: Send email action support article helpful.
After you have configured your base in the manner you choose, you can then begin configuring your automation. To start creating an automation, click on “Automations” in the upper right corner of your screen. Then, click “Create an automation” to begin the setup process. For this example, we will be setting up an automation that sends an email when a project, in our Project Tracker template, is completed.
First, we will set up a trigger to fire when a project enters a "Completed" view. In our Project Tracker base, we have previously created a filter that only allows projects from a completed checkbox field to enter the "Completed" view. To do this, choose the corresponding table and view within the base and test the trigger.
After testing successfully, we can move onto setting up the action. To set up the "Send an email" action click the blue "+ Add Action" button. Then, click on the "Send an email" option. This will bring up a box with configuration options to add recipients, a subject line, and the message body. Your automation can send out a custom message that combines information from Airtable records, emojis, rich text, and plain text. You can click the blue and white plus-sign to add values in from the triggering record. Additionally, you can access more values by clicking on the "Field values" drop-down arrow.
By clicking on the "Show more options" drop-down arrow, you will have the ability to customize four additional parts of the automatic email you send out, which includes "CC", "BCC", "From name", and "Reply to". It's a good idea to BCC your own email address. You can remove your email address after the automation is confirmed to be sending the email correctly.
After your message looks the way you want it to you must click "Run test" to ensure the action is working properly. If the test runs successfully, then at this point it's a good idea to check that the test email sent successfully. If so, you can now turn on the automation so that your custom notification sends out each time a project is completed.