SuiteFlow, NetSuite's workflow engine, allows you to automate business processes without writing any code. One of its most powerful features is the Send Email action, which enables you to automatically send notifications when a record is created, updated, or changes state. This is perfect for sending approval requests, status updates, and other critical communications. This guide provides a fact-checked overview of how to use the Send Email action in your workflows.

When to Use Workflow Emails

While saved search alerts are excellent for scheduled, summary-level notifications, workflow emails are ideal for event-driven, real-time notifications related to a specific record. Common use cases include:

• Notifying an approver when a new purchase order is submitted for their review.

• Alerting a sales rep when a sales order they entered has been approved and fulfilled.

• Informing a customer service manager when a high-priority case is created.

  
  

Adding a "Send Email" Action to a Workflow

1. Navigate to your workflow definition page (Customization > Workflow > Workflows).

2. Select the State in which you want the email to be sent.

3. In the Actions panel for that state, click New Action and select Send Email.

4. This will open a configuration page where you can define the email's sender, recipients, content, and attachments.

Key Configuration Settings

Example: A Purchase Order Approval Workflow

A typical PO approval workflow might have the following email actions:

• State: Pending Approval

• Action (On Entry): Send an email to the designated approver. The email body would include details of the PO and a link to the record for them to approve or reject.

• Transition: Approve

• Action (On Transition): After the approver clicks "Approve," send an email to the original creator of the PO, informing them that their request has been approved.

• Transition: Reject

• Action (On Transition): If the approver clicks "Reject," send an email to the creator, informing them of the rejection and including the rejection reason from the workflow notes.

  
  

Best Practices and Troubleshooting

• Test in Sandbox: Always build and test your workflows in a sandbox environment before deploying to production to avoid sending unintended emails.

• Use Dynamic Recipients: Whenever possible, use the "Recipient from Field" option instead of hard-coding email addresses. This makes your workflow more flexible and easier to maintain.

• Add Yourself as a CC: During testing, add your own email address to the CC line of every Send Email action. This allows you to see exactly what the workflow is sending, when it is sending it, and what the final content looks like.

• If an Email Fails to Send:

• Check the Workflow History subtab on the record to see if the action executed and if there were any errors.

• Verify that the intended recipient has a valid email address on their employee or contact record.

• Ensure the workflow itself is active and has been triggered correctly.