The updated Send Email action in ZipLeads Workflows puts email creation, templates and tracking options in one place. You can write a quick message, design an email from scratch, or use an existing template. Extra settings help you track engagement and control whether template edits stay synchronised. This article explains how to set up, test and save a workflow email.
What is the updated email action interface?
The redesigned Send Email action gives you one screen for writing messages, choosing templates, setting up email options, tracking engagement and testing messages, all inside a workflow.
The same email-building experience is used across workflow emails and other supported email areas. This makes it easier to create and manage messages without switching between different editors.
Key benefits of the updated email action
The updated interface brings the most common email tools into one workflow step. That means fewer places to visit when you're preparing an automated email.
Faster email setup: Create and configure emails directly from a workflow action.
Flexible editing: Choose quick composition, visual design, HTML code or plain text.
Reusable templates: Start with existing templates or browse the Template Library.
Engagement options: Set up click tracking, UTM parameters and contact tags.
Template control: Keep workflow emails independent, or turn on continuous syncing.
Email creation options
When you add or edit a Send Email action, you can choose how to create the message. Each option suits a different way of building emails.
Quick Compose
Quick Compose is a lightweight editor for simple emails and fast follow-ups. It's separate from the Plain Text Editor available through Smart Builder.
From Smart Builder
From Smart Builder gives you the full email-building experience. Depending on the editing mode you pick, you can build the email with the Design Editor, Code Editor or Plain Text Editor.
Select Existing Template
Select Existing Template lets you start from an email you've already saved, or pick a design from the Template Library.
After choosing a template, decide whether the workflow email should stay independent or stay synchronised with the original template.
Advanced email settings
The Send Email action includes extra settings for tracking engagement and updating contacts. Only turn on the options that are useful for your workflow.
Track Clicks: Records supported link clicks so click activity can be included in email performance reporting.
UTM Tracking: Adds your UTM parameters to supported email links, for external campaign and traffic analysis.
Add Tags: Applies tags based on supported engagement events, such as opens or clicks.
Review email statistics
Once emails have been sent, reopen the Send Email action to see the available Statistics. You can also use Workflow Campaigns reporting to analyse email performance across your workflow messages.
Syncing workflow emails with templates
When you create a workflow email from an existing template, the Sync Edits to Template setting controls whether the workflow email and the original template keep updating each other.
When sync is turned on
Changes to the workflow email can update the original template.
Changes to the original template can update the workflow email.
Syncing is continuous and works both ways while the setting is on.
When sync is turned off
The workflow email and the original template stay independent.
Changes to one don't automatically update the other.
Default behaviour
For new Send Email actions created from an existing template, syncing is OFF by default. Existing email actions may have different sync settings, and you can change the setting later if you need to.
Important: Turning on Sync Edits to Template can also update the original email template when you edit the workflow email. Check this setting before changing templates that are shared across several workflows.
How to create an email action in workflows
Set up the email directly in the Workflow Builder, then test the message and save the action before publishing the workflow.
Open the workflow. Go to Automation → Workflows, then create a workflow or open an existing one.
Add the email action. Add the Send Email action and give it a descriptive name.
Fill in the email details. Enter the From Name, From Email and Subject. Set optional fields such as CC, BCC or preview text where available.
Choose how to create the email. Select Quick Compose, From Smart Builder or Select Existing Template.
Set up additional settings. Review Sync Edits to Template, tracking, UTM settings, tags and any other options as needed.
Send a test email. Use Test Emails and Send Test Mail to check the content, formatting, links and sender details before using the action in a live workflow.
Save and publish. Click Save Action, save the workflow, and publish it when the automation is ready to run.
Important: Save Action saves the email action settings. It doesn't publish a draft workflow. The workflow must be published before it can run when triggered.
Frequently Asked Questions
Q: Is Quick Compose the same as the Plain Text Editor?
No. Quick Compose is a lightweight email editor. The Plain Text Editor is a separate editing option available through Smart Builder.
Q: Why did editing my workflow email change the original template?
Sync Edits to Template may be turned on. When syncing is active, edits can flow between the workflow email and its original template.
Q: Can I use a shared template without changing the original?
Yes. Keep Sync Edits to Template turned off if the workflow email should stay independent from the original template.
Q: Why don't I see click results?
Check that click tracking is turned on where needed and that recipients have actually clicked supported links. Then review the email Statistics or Workflow Campaigns reporting.
Q: Can I send a test email without publishing the workflow?
Yes. Use Test Emails and Send Test Mail while setting up the email action. You don't need to publish the workflow to send a test.
Q: Does Save Action activate the workflow?
No. Save Action saves the email action settings. The workflow still needs to be saved and published before it can run when triggered.