Overview
The Send Email Notification step allows you to automatically send an internal email notification to a specific ProLine user as part of a workflow. Use this step to keep your team informed with timely updates, instructions, or alerts at a specific point in your automation. This notification can be overridden by a user's email notification settings.
How to Access the Workflow Builder
Click the hamburger menu (☰) in the top-left corner of your ProLine account.
Click Workflows.
Click the Workflows tab.
From here you can either click the pencil icon on an existing workflow to open it, or click Create Workflow to create a new one. Both will open the Workflow Builder.
Adding a Send Email Notification Step
In the Workflow Builder, hover over any of the downward arrows between steps and click Add Step when it appears. If you are setting up a new workflow, click the Add Your First Step button in the center of the builder.
An Add Step panel will open with a search bar and a list of step types organized by category: Communication, Tasks & Projects, Workflow Control, and Integrations. Select Send Email Notification under the Communication section.
This will open the Edit Step panel on the right side of the screen.
Configuring the Step
Step Status Use the toggle at the top to set the step as Active or Inactive. Inactive steps are skipped automatically when the workflow runs but remain in the workflow for future use.
When Does This Run? Controls when the step executes after the workflow reaches it. The available options are: Starts Immediately, Starts at Optimal Time, Starts at
Specific Time, Starts X Hours Before, and Restrict To. For a full explanation of each option, see Workflows: Workflow Steps Overview.
Conditional Logic Check Only run this step if certain conditions are met to make this step run only when specific criteria are matched. If the conditions are not met, ProLine skips the step and moves to the next one automatically. For more details on how conditional logic works, see Workflows: Workflow Steps Overview.
Notification Configuration
When this step occurs, an email notification will be sent to the targeted user. This can be overridden by a user's email notification settings.
Select Contact Choose which contact this notification is associated with. The available options are:
Project's Main Contact
Project Contact 1
Project Contact 2
Send To Choose which ProLine user will receive the email notification. The available options are:
Assignee
Inside Sales
Production
Accounting
Other Team Member
Subject Enter a short, clear subject line for the email notification.
Body Type the body of the notification. You can use variables to dynamically fill in information specific to each contact or project:
Click Show Variables to browse available variables.
Select a variable to copy it, then paste it into your message.
You can also type
{directly in the body field to open a dropdown of available variables.
Saving and Testing
Once you have configured your notification, click Save. After saving, a Send Test button will appear, allowing you to send a test version of the notification.
Note: The Send Test option only appears after the step has been saved with content written in the Subject and Body fields.
Why Use Email Notification Instead of Push Notification?
While push notifications are great for quick in-app alerts, email notifications offer some additional advantages:
Allow for longer, more detailed messages.
Can be forwarded or referenced in future communications.
Ensure visibility for users who aren't regularly logged into ProLine.
Need Help?
If you encounter difficulties or have further questions, contact our support team at [email protected] or through the chat in the lower corner of your screen. We're here to help you with any issues or concerns.