Send Mail (Gmail)
Send automated emails programmatically through Gmail with support for HTML templates, dynamic spreadsheet variables, file attachments, and multiple recipients.
Overview
The Send Mail (Gmail) field type enables automated outbound email communication directly from form routines. Whether dispatching confirmation receipts, notifying team members of form completion, or emailing generated .xlsx reports and PDF files, this field leverages the Google Gmail API to deliver messages securely.
Configuration Options
| Option | Type | Description | Required |
|---|---|---|---|
| Google Service Account | Dropdown | Logged-in Google account used as the sender. | Yes |
| To | Input Tags | Comma-separated list of recipient email addresses. | Yes |
| Subject | Text Input | Email subject line (supports dynamic variables). | Yes |
| Enable Attachments | Toggle Switch | Enables sending one or more file attachments. | No |
| Attachments URL/Path | Text Input | Local file paths or URLs to attach (comma-separated). | When attachments enabled |
| Enable Custom File Names | Toggle Switch | Overrides raw attachment filenames with custom labels. | No |
| Attachments File Name | Text Input | Custom file names for attachments (comma-separated). | When custom names enabled |
| Attachments File MIME Type | Text Input | Explicit MIME types for attached files. | When custom names enabled |
| Enable Retry on Failure | Toggle Switch | Re-attempts sending if API connection errors occur. | No |
| Max Retries | Number Input | Maximum number of send retry attempts. | When retry enabled |
| Email Body | Default Value | Message content (supports plain text, HTML, and dynamic variables). | Yes |
Detailed Configuration Breakdown
Google Service Account
Select your authorized account from Google Service. Outbound emails are sent from this address.
Recipient Addresses (To)
Specify destination addresses separated by commas:
You can also inject spreadsheet column values:
text
{$CustomerEmail$}Subject Line
Define the message subject, which can incorporate dynamic row data:
text
Order Confirmation - #{$OrderID$} for {$CustomerName$}Attachments
- Attachments URL/Path: Provide local paths (e.g.,
C:\Reports\Invoice.pdf) or web URLs. - Custom File Names: Rename generated exports (e.g.,
Billing_Report_{$Date$}.xlsx) before dispatch.
Email Body Templating
The email body supports HTML markup for branded formatting:
html
<p>Hello <strong>{$Name$}</strong>,</p>
<p>Your application for <em>{$Service$}</em> was processed successfully.</p>
<br/>
<p>Confirmation Reference: <code>{$RefNumber$}</code></p>Practical Examples
Example 1: Customer Submission Confirmation
text
Google Service Account: [email protected]
To: {$Email$}
Subject: Submission Received - Ref: {$ReferenceID$}
Email Body:
Thank you {$FullName$}, we have received your form details.
Your reference code is {$ReferenceID$}.Example 2: Dispatching Exported Report Attachment
text
Google Service Account: [email protected]
To: [email protected]
Subject: Daily Automation Report - {$CurrentDate$}
Enable Attachments: ON
Attachments URL/Path: D:\Reports\Daily_Export.xlsx
Enable Custom File Names: ON
Attachments File Name: Daily_Export_{$CurrentDate$}.xlsxBest Practices
Do's
- Use Column Variables: Dynamically personalize messages using spreadsheet tags like
{$CustomerName$}and{$Email$}. - Verify Attachment Paths: Ensure local file paths exist before triggering execution.
- Enable Retries on Network Dependencies: Turn ON Enable Retry on Failure for resilient unattended workflows.
Don'ts
- Do Not Send Unvalidated Emails: Test email templates with your own email before running large batch workflows.
- Do Not Exceed Gmail API Quotas: Adhere to standard Google Workspace daily sending quotas.
Troubleshooting
| Issue | Likely Cause | Solution |
|---|---|---|
| Sending fails with 403 Forbidden | Gmail API send scope not granted | Re-authenticate your Google account under Google Service. |
| Attachment missing in delivered email | Local file path invalid or file locked | Verify the absolute file path on disk. |
| HTML tags visible as plain text | Raw unescaped brackets in plain text mode | Ensure body is formatted with standard semantic HTML tags. |
