Send Internal Email
The Send Internal Email action sends emails directly to team members or any email address. Emails are always delivered regardless of the recipient's notification preferences. Unlike Send Notification, this action can also send to external recipients via the Custom Emails option.
Internal emails include links back to Readybuild. Recipients need a Readybuild login to access these links. If you're emailing external users, this action works best for those who have a Readybuild account. For recipients without a login, consider using Send Email (External) instead.
Send Internal Email always delivers an email — it bypasses notification preferences and does not appear in the recipient's Readybuild inbox. Use it when you need guaranteed email delivery or need to email custom addresses.
Send Notification routes through the notification system — it appears in the recipient's Readybuild inbox and respects their notification preferences (they can opt out of email delivery). Use it when you want recipients to see messages in their inbox and control their own delivery settings.
Configuration
- Select Send Internal Email as the action type
- Choose the Recipient Type
- Configure recipients based on type
- Enter Subject and Body
- Use tokens for dynamic content
Recipient Types
Specific Users
Select one or more team members from your user list:
- Choose users from a dropdown
- Email always goes to selected users
- Good for fixed notification lists
Example:
Recipients: Jane Smith, John Doe, Sales Manager
Users in Field
Send to whoever is assigned in a user-type field on the record:
- Select a user field (e.g., Salesperson, Project Manager)
- Email goes to the user in that field
- Recipient changes based on record assignment
Example:
Field: Project Manager (Email goes to whoever is the Project Manager on the record)
Custom Emails
Enter specific email addresses manually:
- Type email addresses directly
- Separate multiple emails with commas
- Can include external addresses
Example:
Emails: manager@company.com, alerts@company.com
Subject and Body
Both fields support tokens for dynamic content.
Subject Line
Keep subjects clear and actionable. Insert tokens via right-click:
Examples:
- "Action Required: [Project Name]"
- "New High-Value Lead: [Contact Name]"
- "Stage Changed: [Sale Stage]"
Body Content
Provide context and next steps. Insert tokens via right-click.
Example result (after tokens are replaced):
A new high-value opportunity has been created.
Contact: John Smith
Company: Acme Corp
Sold Amount: $150,000.00
Source: Website
Please review and follow up within 24 hours.
View record: https://project.readybuild.com/projects/123
Use Cases
High-Value Opportunity Alert
Notify managers of large deals:
Configuration:
Recipients: VP Sales, Sales Director Subject: "High-Value Opportunity: [Contact Name]" Body: "A deal worth [Sold Amount] has been identified. Contact: [Contact Name]"
(Insert tokens via right-click)
Assignment Notification
Alert team member when assigned:
Configuration:
Recipient Field: Salesperson Subject: "You've been assigned: [Project Name]" Body: "You have been assigned as the salesperson for [Project Name]. Please review and begin outreach."
(Insert tokens via right-click)
Production Team Alert
Notify production when a contract is signed:
Configuration:
Recipients: Production Manager, Operations Lead Subject: "New Project Ready for Production: [Project Name]" Body: "Contract signed for [Project Name]. Sold Amount: [Sold Amount]. Ready to begin production planning."
(Insert tokens via right-click)
Exception Handling
Alert team of issues requiring attention:
Configuration:
Recipient Field: Sales Manager Subject: "Attention Required: Stalled Opportunity" Body: "[Project Name] has been stalled for review. Please investigate and take action."
(Insert tokens via right-click)
Example Workflow
Complete escalation workflow:
Common Tokens
Tokens commonly used in internal emails (insert via right-click):
| Token | Description |
|---|---|
| Project Name | Name of the project/record |
| Contact Name | Associated contact |
| Sold Amount | Deal value |
| Salesperson | Assigned salesperson |
| Sale Stage | Current pipeline stage |
| Record Link | Direct link to the record |
| Current Date | Today's date |
Best Practices
Clear Subject Lines
- Include record identifier
- State the action needed
- Add urgency indicators when appropriate
Actionable Body Content
- Explain why they're receiving the email
- Include relevant details
- Provide clear next steps
- Include record link for quick access
Appropriate Recipients
- Don't over-notify
- Target the right people
- Consider using conditions to filter
Use Record Links
Include the Record Link token so recipients can quickly access the record.
Example result:
Review this opportunity: https://project.readybuild.com/projects/123
Troubleshooting
Email Not Received
- Check spam/junk folders
- Verify recipient user is active
- Confirm email address is set on user profile
- Review execution history for errors
Wrong Recipient
- Verify correct user field selected
- Check if field has a value
- Confirm user assignment on record
Tokens Not Replaced
- Verify the token was inserted correctly via right-click
- Check field exists and has value
- Test with a known record
Too Many Notifications
- Add conditions to filter
- Review trigger settings
- Consider batching or delays
Next Steps
- Send Email (External) - Customer communications
- Send SMS - Text notifications
- Conditions - Filter who gets notified