Send email automatically

Table of Contents

Send email automation, explained
Set up automations for sending emails
Configure sender and thread assignee
- Sender options
Customize sender and thread assignee when adding/moving jobs
Personalize automated emails
Link email attachments to a job

You can have your emails created and sent automatically. Every email will be personalized and contain all the necessary details, even if they are different for each client. To make the automation magic happen, set up the Send email automation for each stage when you need the emails sent.

In this article, you will learn how to set up this automation in pipeline stages, but this approach also applies to setting up this automation in custom job statuses .

Send email automation, explained

Within a pipeline, you can automatically send emails to clients at specific stages. TaxDome firms widely use automated emails to:

Communicate expectations at each step of the process (e.g., request documents, ask clients to complete organizers).
Provide instructions (e.g., explain next steps, share important deadlines).
Inform clients about their job status (e.g., notify them when documents are received, when their return is ready for review).

Set up automations for sending emails

Speaking about automated emails, the process usually goes as follows:

If you want your emails to be sent automatically, you need a template for each of them. If you don’t have one, you can create one by clicking New template when you add the automation . Make sure to use shortcodes in templates to personalize it.
Generally, you may not want to have a separate stage in your pipeline for sending emails. Instead, you can add the Send email automation to the different stages, to:

Communicate what you are expecting of your clients at each step of the process, such as asking them to upload documents, marking client tasks as completed, filling in the organizer.
Inform your clients of what’s happening, such as when you have received their documents, or when their return is ready.

Once the job enters this stage, the email is automatically sent to all the contacts linked to the client account.

Note

For the Send email automation, it doesn’t matter if the Automove jobs toggle for the stage is turned on. The automation is triggered automatically and doesn’t need action from either the client or the firm to be completed. Also, no elements are linked to the job when the automation is triggered.

Configure sender and thread assignee

When adding the Send email automation, you can configure who sends the email and who manages the thread. Usually they are set in the email template. When adding automation, you will see the team members selected as a sender and as a thread assignee.

If you want to change something, you have two options:

Click Go to template in the automation settings to quickly edit any template details.
Click Customize to view the other sender options. You can select the other team member or send email from the employee set as a job assignee or from the one who has role assignment.

Sender options

Choose who will send the email:

Team member: Select the other team member. They must have their email synced with TaxDome and have the Allow others to send from my email setting enabled.
Job assignee: The email will be sent from the job assignee’s email address. If multiple assignees exist, it will be sent from the first one listed in the Assignee field on the job card. The job assignee must have their email synced with TaxDome.
Role: The email will be sent from the team member assigned to the selected role for this client account (e.g., Tax Preparer, Account Manager, Reviewer). The team member assigned to the role must have their email synced with TaxDome.

Customize sender and thread assignee when adding/moving jobs

The options you choose in the pipeline settings are the default ones. However, you can always customize sender and thread assignee when moving your jobs manually or adding them to the pipeline.

When you move a job to a stage that has a Send email automation, the automation details appear in the pop-up. If you’ve toggled on Customize, you can modify the sender and thread assignee settings:

Tip

This flexibility is particularly useful when you need to send emails from a different team member for specific clients or situations, without changing the automation settings itself.

Personalize automated emails

You can use any custom data to customize your automated emails and add a personal touch. To do so:

Make sure your client accounts and contacts have all the necessary details in the custom fields . It may be even more helpful to add everything you need while importing accounts.
Add shortcodes to the email template and use it for the automation described above .

Once the email is automatically sent, shortcodes in the email title and/or body field are replaced with the custom field data, such as first name and last name, estimated tax payment, company info or a specific date.

Link email attachments to a job

You cannot link emails to jobs, but you can have clients’ email attachments linked . Follow these steps:

Open the email with the file attached and click the Save to TaxDome link on the right.
Edit the file name and the description (optionally) and click Upload. The file will be saved to the Client uploaded documents folder.
Open the job card either from the kanban view, calendar, or from the Jobs list.
Link the document to it: Click Link in the Linked section, select Documents, click the Client uploaded documents folder and choose the files you want, then click Save. Or, to upload a new document and link it, click New in the Linked section and select Document.