{"id":3993,"date":"2026-05-29T19:32:17","date_gmt":"2026-05-29T19:32:17","guid":{"rendered":"https:\/\/aaxonix.com\/resources\/?post_type=glossary&#038;p=3993"},"modified":"2026-05-29T19:36:45","modified_gmt":"2026-05-29T19:36:45","slug":"email-notification-workflow-action","status":"publish","type":"glossary","link":"https:\/\/aaxonix.com\/resources\/glossary\/email-notification-workflow-action\/","title":{"rendered":"Email Notification (Workflow Action)"},"content":{"rendered":"<style>\n.gt-body { font-family:'Poppins',sans-serif; color:#111; line-height:1.75; }\n.gt-def { border-left:4px solid #E8650A; padding:16px 20px; background:#fff8f4; border-radius:0 8px 8px 0; margin:0 0 32px; font-size:1.05rem; }\n.gt-section { margin:0 0 36px; }\n.gt-section h2 { font-family:'Fraunces',serif; color:#0A1628; font-size:1.5rem; margin:0 0 12px; }\n.gt-section p { margin:0 0 12px; }\n.gt-example-box { background:#f0f4ff; border-radius:10px; padding:20px 24px; margin:0 0 32px; }\n.gt-example-box strong { color:#2563EB; }\n.gt-related-pills { display:flex; flex-wrap:wrap; gap:10px; margin:0 0 32px; }\n.gt-related-pill { background:#f7f4ef; border:1px solid #ddd8cf; border-radius:20px; padding:6px 16px; font-size:0.875rem; color:#0A1628; text-decoration:none; transition:all .2s; }\n.gt-related-pill:hover { background:#0A1628; color:#fff; border-color:#0A1628; }\n.gt-see-also { margin:0 0 32px; }\n.gt-see-also-item { border-bottom:1px solid #ddd8cf; padding:12px 0; }\n.gt-see-also-item:last-child { border-bottom:none; }\n.gt-see-also-item a { font-weight:600; color:#2563EB; text-decoration:none; }\n.gt-see-also-item p { margin:4px 0 0; font-size:0.875rem; color:#68605a; }\n.gt-faq { margin:0 0 40px; }\n.gt-faq-item { border:1px solid #ddd8cf; border-radius:10px; padding:16px 20px; margin:0 0 12px; }\n.gt-faq-item h3 { font-size:1rem; color:#0A1628; margin:0 0 8px; }\n.gt-faq-item p { margin:0; font-size:0.9rem; color:#444; }\n<\/style>\n<div class=\"gt-body\">\n<div class=\"gt-def\">\nAn Email Notification is a Workflow Action in Zoho CRM that automatically sends a pre-configured email to one or more recipients when a Workflow Rule fires. The email can go to the record owner, a specific user, the lead or contact, or any email address  &#8211;  using merge fields to personalise the content.\n<\/div>\n<div class=\"gt-section\">\n<h2>Configuring Email Notifications<\/h2>\n<p>Email Notifications use <a href=\"https:\/\/aaxonix.com\/resources\/glossary\/email-template\/\" class=\"sp-content-link\">Email Templates<\/a> with merge tags that pull field values from the CRM record. Recipients can be: the record owner, a specific CRM user, the lead or contact email, a role or profile group, or a manually entered email address.<\/p>\n<p>Notifications can be <a href=\"https:\/\/aaxonix.com\/resources\/glossary\/immediate-action-workflow\/\" class=\"sp-content-link\">Immediate Actions<\/a> (sent at trigger time) or <a href=\"https:\/\/aaxonix.com\/resources\/glossary\/scheduled-action-workflow\/\" class=\"sp-content-link\">Scheduled Actions<\/a> (sent after a delay). You can configure multiple email notification actions within a single Workflow Rule.<\/p>\n<\/div>\n<div class=\"gt-section\">\n<h2>Email Templates and Merge Fields<\/h2>\n<p>An Email Template used in a workflow can include <a href=\"https:\/\/aaxonix.com\/resources\/glossary\/email-template-merge-tag\/\" class=\"sp-content-link\">Merge Tags<\/a> such as <code>$leads.First_Name<\/code> or <code>$deals.Deal_Name<\/code> to personalise each email with the specific record&#8217;s data. Templates are created separately under Setup and can be reused across multiple workflow rules.<\/p>\n<\/div>\n<div class=\"gt-section\">\n<h2>Industry Example<\/h2>\n<div class=\"gt-example-box\"><strong>Financial Services:<\/strong> A financial advisory firm sends an automated personalised email to a prospect when their Lead Status changes to &#8220;Qualified&#8221;. The email uses a template with the prospect&#8217;s name and the advisor&#8217;s name as merge fields, giving the appearance of a personal outreach email while saving advisors from drafting individual messages.<\/div>\n<\/div>\n<div class=\"gt-section\">\n<h2>Related Terms<\/h2>\n<div class=\"gt-related-pills\">\n<a href=\"https:\/\/aaxonix.com\/resources\/glossary\/workflow-rule\/\" class=\"sp-content-link gt-related-pill\">Workflow Rule<\/a><br \/>\n<a href=\"https:\/\/aaxonix.com\/resources\/glossary\/immediate-action-workflow\/\" class=\"sp-content-link gt-related-pill\">Immediate Action<\/a><br \/>\n<a href=\"https:\/\/aaxonix.com\/resources\/glossary\/scheduled-action-workflow\/\" class=\"sp-content-link gt-related-pill\">Scheduled Action<\/a><br \/>\n<a href=\"https:\/\/aaxonix.com\/resources\/glossary\/email-template\/\" class=\"sp-content-link gt-related-pill\">Email Template<\/a><br \/>\n<a href=\"https:\/\/aaxonix.com\/resources\/glossary\/email-template-merge-tag\/\" class=\"sp-content-link gt-related-pill\">Email Template Merge Tag<\/a><br \/>\n<a href=\"https:\/\/aaxonix.com\/resources\/glossary\/signal-notification\/\" class=\"sp-content-link gt-related-pill\">Signal Notification<\/a><\/p>\n<\/div>\n<\/div>\n<div class=\"gt-section gt-faq\">\n<h2>Frequently Asked Questions<\/h2>\n<div class=\"gt-faq-item\">\n<h3>What is an Email Notification in Zoho CRM Workflow?<\/h3>\n<p>An Email Notification is an automated email sent when a Workflow Rule fires. It uses a pre-built email template with merge fields to personalise the message, and can be sent to the record owner, the lead or contact, or any CRM user.<\/p>\n<\/div>\n<div class=\"gt-faq-item\">\n<h3>Can workflow email notifications be sent to external email addresses?<\/h3>\n<p>Yes. When configuring the recipients for a workflow email notification, you can manually enter any email address, including external addresses outside of Zoho CRM.<\/p>\n<\/div>\n<\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>An Email Notification is a Workflow Action in Zoho CRM that automatically sends a pre-configured email to one or more recipients when\u2026<\/p>\n","protected":false},"template":"","meta":{"seo_title":"Email Notification (Workflow Action) | Zoho Glossary","seo_description":"An Email Notification is a Workflow Action in Zoho CRM that automatically sends a pre-configured email to one or more recipients when a Workflow Rule fires","seo_keyword":"email notification (workflow action)","seo_faqs":"[{\"q\": \"What is an Email Notification in Zoho CRM Workflow?\", \"a\": \"An Email Notification is an automated email sent when a Workflow Rule fires. 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When configuring the recipients for a workflow email notification, you can manually enter any email address, including external addresses outside of Zoho CRM.\"}]","term_type":"Technical","glossary_related":"","glossary_links":""},"glossary_category":[1238],"class_list":["post-3993","glossary","type-glossary","status-publish","hentry","glossary_category-zoho-crm"],"_links":{"self":[{"href":"https:\/\/aaxonix.com\/resources\/wp-json\/wp\/v2\/glossary\/3993","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/aaxonix.com\/resources\/wp-json\/wp\/v2\/glossary"}],"about":[{"href":"https:\/\/aaxonix.com\/resources\/wp-json\/wp\/v2\/types\/glossary"}],"wp:attachment":[{"href":"https:\/\/aaxonix.com\/resources\/wp-json\/wp\/v2\/media?parent=3993"}],"wp:term":[{"taxonomy":"glossary_category","embeddable":true,"href":"https:\/\/aaxonix.com\/resources\/wp-json\/wp\/v2\/glossary_category?post=3993"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}