Send Email Node - SubVerse AI

Overview

The Send Email Node allows you to send automated emails to customers using standard email providers (Gmail, Outlook, Zoho, GoDaddy) or custom SMTP servers.

Supported Providers

Standard Email Providers

Supported providers:

Gmail: Google Workspace or personal Gmail
Outlook: Microsoft 365 or Outlook.com
Zoho: Zoho Mail
GoDaddy: GoDaddy Email

Custom Email Provider

Use any SMTP server with custom configuration.

Use Cases

Order Confirmations: Send order details and receipts
Appointment Reminders: Email appointment details
Support Tickets: Share ticket numbers and status
Follow-up Emails: Post-call summaries and next steps
Payment Receipts: Confirm payment transactions
Welcome Emails: Onboard new customers
Feedback Requests: Collect customer feedback
Newsletter: Send updates and announcements

Standard Provider Configuration

Inputs

To (Required)

Customer’s email address
Format: [email protected]
Example: [email protected]

Additional email addresses to keep in loop
Multiple entries separated by ;
Example: [email protected];[email protected]

Subject (Required)

Subject line of the email
Can be linked from AI Query Agent (dynamic generation)
Can be manually written
Data linkage overrides written text

Example:

Order Confirmation - ORD-12345

AI-Generated Example:

Link from AI Query Agent output:
"Follow-up: Your Support Ticket #TKT-789 Update"

Email_Body (Required)

Content of the email
Can be linked from AI Query Agent (dynamic generation)
Can be manually written
Data linkage overrides written text
Supports HTML formatting

Example:

Dear John,

Thank you for your order! Your order #ORD-12345 has been confirmed.

Order Details:
- Product: Premium Plan
- Amount: ₹2,499
- Delivery Date: Dec 15, 2025

Track your order: https://track.example.com/ORD-12345

Best regards,
SubVerse Team

Email Provider (Required)

Select from: Gmail, Outlook, Zoho, GoDaddy

From Email (Required)

Company email address to send from
Must be valid email for selected provider
Example: [email protected]

Password (Required)

Email account password for authentication
For Gmail: Use App Password (not regular password)
Keep secure and don’t share

Outputs

Email_success

Confirms if email was successfully sent
Values: True or False
Use for conditional logic and error handling

Custom Provider Configuration

Additional Inputs

SMTP Host (Required)

SMTP server hostname
Example: smtp.gmail.com, smtp.office365.com

SMTP Port (Required)

SMTP server port number
Common ports: 465 (SSL), 587 (TLS), 25 (unencrypted)
Example: 587

SMTP TLS Secure (Required)

TLS security protocol setting
Options: Enabled, Disabled
Recommended: Enabled for security

Common SMTP Settings

Gmail:

SMTP Host: smtp.gmail.com
SMTP Port: 587
TLS Secure: Enabled
Note: Use App Password, not regular password

Outlook/Office 365:

SMTP Host: smtp.office365.com
SMTP Port: 587
TLS Secure: Enabled

Zoho:

SMTP Host: smtp.zoho.com
SMTP Port: 587
TLS Secure: Enabled

GoDaddy:

SMTP Host: smtpout.secureserver.net
SMTP Port: 465
TLS Secure: Enabled

Configuration Examples

Example 1: Simple Order Confirmation

To: [email protected]
CC: 
Subject: Order Confirmation - ORD-12345
Email_Body: Dear John, your order has been confirmed...
Email Provider: Gmail
From Email: [email protected]
Password: [app_password]

Example 2: AI-Generated Follow-up

To: [email protected]
CC: [email protected]
Subject: [Linked from AI Query Agent]
Email_Body: [Linked from AI Query Agent]
Email Provider: Outlook
From Email: [email protected]
Password: [password]

Example 3: Custom SMTP

To: [email protected]
CC: 
Subject: Support Ticket Update
Email_Body: Your ticket has been updated...
Email Provider: Custom
From Email: [email protected]
Password: [password]
SMTP Host: smtp.customserver.com
SMTP Port: 587
TLS Secure: Enabled

Email Content Best Practices

Subject Lines

Clear and Specific: State the purpose clearly
Include Reference: Add order/ticket numbers
Personalize: Use customer name when appropriate
Action-Oriented: Indicate what’s inside

Good Examples:

“Your Order #12345 Has Shipped”
“Appointment Reminder: Dec 10 at 3 PM”
“Action Required: Complete Your Payment”

Email Body

Greeting: Start with personalized greeting
Purpose: State reason for email upfront
Details: Provide relevant information
Action: Include clear call-to-action
Signature: End with professional signature

HTML Formatting

Use HTML for better presentation:

<html>
<body>
  <h2>Order Confirmation</h2>
  <p>Dear {{customer_name}},</p>
  
  <p>Thank you for your order!</p>
  
  <table style="border: 1px solid #ddd; padding: 10px;">
    <tr>
      <td><strong>Order ID:</strong></td>
      <td>{{order_id}}</td>
    </tr>
    <tr>
      <td><strong>Amount:</strong></td>
      <td>{{amount}}</td>
    </tr>
  </table>
  
  <p>
    <a href="{{tracking_url}}" style="background: #16A34A; color: white; padding: 10px 20px; text-decoration: none;">
      Track Order
    </a>
  </p>
  
  <p>Best regards,<br>SubVerse Team</p>
</body>
</html>

Workflow Integration

Common Patterns

Pattern 1: Post-Call Summary

Incoming Call Node
  ↓
AI Query Agent (generate summary)
  ↓
Send Email Node (send summary to customer)

Pattern 2: Order Confirmation Flow

Call API Node (order data)
  ↓
Voice Agent Node (confirmation call)
  ↓
Send Email Node (order details)
  ↓
Send WhatsApp Node (quick confirmation)

Pattern 3: Support Ticket Creation

Incoming Call Node
  ↓
AI Query Agent (create ticket)
  ↓
Send Email Node (ticket confirmation to customer)
  ↓
Send Email Node (ticket alert to support team)

Pattern 4: Multi-Recipient Notification

Voice Agent Node
  ↓
Smart Filter (check call outcome)
  ↓
Send Email Node (to customer)
  ↓
Send Email Node (to internal team with CC)

Provider-Specific Setup

Gmail Setup

Enable 2-Factor Authentication: Required for App Passwords
Generate App Password:
- Go to Google Account → Security
- Select “App passwords”
- Generate password for “Mail”
Use App Password: Use generated password, not regular password

Outlook/Office 365 Setup

Use Account Password: Regular password works
Enable SMTP: Ensure SMTP is enabled in account settings
Modern Authentication: May require admin approval for organization accounts

Zoho Setup

Use Account Password: Regular password works
Enable IMAP/SMTP: In Settings → Mail Accounts
App-Specific Password: Generate if 2FA is enabled

Best Practices

Authentication

App Passwords: Use app-specific passwords when available
Secure Storage: Never hardcode passwords in workflows
Regular Rotation: Change passwords periodically
Least Privilege: Use dedicated email accounts for automation

Content

Personalization: Use customer data for personalized content
Clarity: Keep messages clear and concise
Branding: Maintain consistent brand voice
Mobile-Friendly: Ensure emails look good on mobile devices

Deliverability

Valid From Address: Use legitimate business email
SPF/DKIM: Configure email authentication records
Avoid Spam Triggers: Don’t use all caps, excessive exclamation marks
Test: Send test emails before launching campaigns

Compliance

Opt-In: Only email customers who opted in
Unsubscribe: Include unsubscribe link for marketing emails
Privacy: Respect customer data privacy
CAN-SPAM: Comply with email regulations

Monitoring

Track Email Performance

Metrics:

Delivery Rate: Successfully sent emails
Bounce Rate: Failed deliveries
Open Rate: Emails opened by recipients (if tracking enabled)
Click Rate: Links clicked in emails

Troubleshooting

Email Not Sending Possible Causes:

Invalid credentials
SMTP settings incorrect
Email provider blocking
Network issues

Solutions:

Verify email and password
Check SMTP host and port
Review provider security settings
Test with different provider

Emails Going to Spam Possible Causes:

Missing SPF/DKIM records
Spam-like content
High sending volume
Poor sender reputation

Solutions:

Configure email authentication
Improve email content
Warm up email account
Use reputable email provider

Next Steps

AI Query Agent Node

Generate dynamic email content

Send WhatsApp Node

Send WhatsApp messages

Voice Agent Node

Make voice calls

Webhook Node

Integrate with external systems

Link Subject and Email_Body from AI Query Agent to generate personalized, context-aware emails based on call transcripts or customer data.

For Gmail, you must use an App Password, not your regular password. Enable 2-Factor Authentication first, then generate an App Password.

​Overview

​Supported Providers

​Standard Email Providers

​Custom Email Provider

​Use Cases

​Standard Provider Configuration

​Inputs

​Outputs

​Custom Provider Configuration

​Additional Inputs

​Common SMTP Settings

​Configuration Examples

​Example 1: Simple Order Confirmation

​Example 2: AI-Generated Follow-up

​Example 3: Custom SMTP

​Email Content Best Practices

​Subject Lines

​Email Body

​HTML Formatting

​Workflow Integration

​Common Patterns

​Provider-Specific Setup

​Gmail Setup

​Outlook/Office 365 Setup

​Zoho Setup

​Best Practices

​Authentication

​Content

​Deliverability

​Compliance

​Monitoring

​Track Email Performance

​Troubleshooting

​Next Steps

AI Query Agent Node

Send WhatsApp Node

Voice Agent Node

Webhook Node

Overview

Supported Providers

Standard Email Providers

Custom Email Provider

Use Cases

Standard Provider Configuration

Inputs

Outputs

Custom Provider Configuration

Additional Inputs

Common SMTP Settings

Configuration Examples

Example 1: Simple Order Confirmation

Example 2: AI-Generated Follow-up

Example 3: Custom SMTP

Email Content Best Practices

Subject Lines

Email Body

HTML Formatting

Workflow Integration

Common Patterns

Provider-Specific Setup

Gmail Setup

Outlook/Office 365 Setup

Zoho Setup

Best Practices

Authentication

Content

Deliverability

Compliance

Monitoring

Track Email Performance

Troubleshooting

Next Steps