Shapes' automated emails allows you to automatically send custom emails based on employee fields to internal stakeholders, on behalf of anyone in your organization.

Follow the steps here to create a workflow template and run it on an employee.

In either the template or an assigned workflow, click "Add Task" and then "Send Email".

The Email contains 3 components:

1. Due date

2. To

3. Email content

Due dates

All due dates are based on the anchor date, and can be set to occur before, after, or on the anchor date.

For automated emails specifically, the email is actually sent on the task's assignment date — the date calculated from the workflow's anchor (for example, an employee's Start Date). You can confirm this for any email task by hovering over it: the tooltip will read "This task will be sent on its assignment date."

Note that the Due Date shown in the column may not always match the assignment date. If you need to confirm exactly when an email will go out, check the assignment date via the tooltip rather than relying on the Due Date column alone.

To (Recipient)

"To" allows you to pick any employee in the platform to send the email externally to them. Automatically, Shapes will send an email to the employee.

You can choose whether workflow emails are sent to an employee's work email or personal email. This is especially helpful for pre-onboarding workflows, where welcome emails and instructions often need to be sent to an employee's personal email before their work account is active.

Email content

The email content can be completely customizable. Shapes allows you to include files and variables. Variables allow you to automatically pull data of the employee into the email.

And thats it! You've now created custom emails based on employee fields to internal stakeholders.