Our Outbound Email Integration lets you automatically send parsed document data through your connected Gmail or Outlook account. This is especially useful when you need parsed information to reach your customers or internal teams right after processing.
With just a few simple steps, you can format and customize outgoing emails using dynamic fields from your parsing rules.
1: Connect Your Email Account
Before setting up an outbound email, you'll need to connect your Gmail or Outlook account:
- Go to Integrations > Outbound Email.
- Choose Gmail or Outlook from the integration options.
- Follow the prompts to authenticate and connect your account.
Once connected, you’ll be able to create email templates using that account.
2: Configure Your Email Template
After connecting your email, configure the settings for your outbound email:
Options Section
- Name: A label for your own reference.
- From Account: Choose the connected Gmail or Outlook account.
- From Name (Optional): The sender name that appears in the recipient’s inbox.
- To: Use a fixed email address or insert a dynamic tag such as
{{customer_email_text}}to send to a value extracted from the document. - CC / BCC (Optional): Add optional recipients.
- Repeating Data Behaviour: Choose whether to send one email per record or batch records together.
- Subject: Customize the subject line; you can include parsed data using
{{tags}}.
Body Section
Compose the email content here. Use tags from your parsing rules to include dynamic content, such as:
{{first_name}}{{phone_number_text}}{{customer_email}}
You can format the message using the toolbar (bold, italics, lists, etc.).
Tags Panel
On the right-hand side, you’ll see a Tags panel listing available dynamic fields. These include:
- Meta Data (like email received time)
- Parsing Rules (custom fields you’ve defined)
To add a tag, simply click it, or copy and paste it into your subject or message body using double curly braces: {{example_tag}}.
Example Use Case
Let’s say you parse customer contact forms. You can set up an email like this:
Subject:
FreshCut & Co - Consultation
Body:
Hi {{first_name_text}},
Thanks for reaching out to us!
We’ve received your message and will be reviewing it shortly. In the meantime, we’ll give you a call on {{phone_number_text}} to schedule a quick consultation...
Best regards,
FreshCut & Co Team
Tips
- Use dynamic tags to personalize communication and automate follow-ups.
- Test your setup using a sample document to preview how the email will look.
- You can create different templates for different parsing rules if needed.
If you need help setting up your email integration or troubleshooting a template, feel free to contact support—we’re happy to help!