Send Email Tool

Last updated: Jan 2026

Overview

The Send Email tool allows your workflows to send automated emails. Send notifications, reports, alerts, and summaries directly from your AI workflows. The LLM decides what content to include in the email based on your prompt and the workflow context.

Verified Email Addresses Required

For security and anti-spam compliance, emails can only be sent to verified email addresses. You must verify email addresses in your settings before they can be used in workflows.

Verified Email Addresses

Before you can send emails from your workflows, you need to verify the recipient email addresses. This verification process ensures that you have permission to send emails to these addresses and helps prevent spam and abuse.

1

Add Email Address

Open Workflow Settings → Email Addresses or your Account Settings → Email Addresses and add the email address you want to send to.

2

Check Your Inbox

You'll receive a verification email with a link to confirm ownership of the address.

3

Start Sending

Once verified, the email address will be available for use in your workflow email configurations.

Verification Required

  • Verification emails expire after 24 hours
  • You can request a new verification email if needed
  • Only verified email addresses appear in the tool configuration dropdown
  • Limit of 10 verification requests per hour per email address

How It Works

Email sending is built into the workflow engine. When you enable the Send Email tool for an LLM step, the model can send an email to your registered account email address.

1

Enable the Send Email Tool

Add the Send Email tool to your LLM step from the tool configuration panel.

2

LLM Generates Content

The AI model generates the email subject and body based on your prompt and the data available in the workflow.

3

Email Delivered

The email is delivered to your account email address with ORCFLO branding and proper authentication.

No Setup Required

The Send Email tool works out of the box. No API keys or configuration needed - just enable it on your LLM step and instruct the model when to send emails.

Email Structure

The LLM decides what content to put in the email based on your prompt and the workflow context. However, for security reasons, all emails must follow a pre-defined structure enforced by ORCFLO.

ElementDescription
SubjectLLM-generated subject line based on content
BodyLLM-generated content within ORCFLO's secure template
FormattingThe LLM determines appropriate formatting (headings, lists, etc.)
Example Prompt
Analyze the sales data and send me an email summary with:
- Key metrics and trends
- Top performing products
- Recommendations for improvement

Use clear headings and bullet points.

No Attachments

Email attachments are not currently supported. If you need to share files, consider including relevant data directly in the email body or uploading files to cloud storage and sharing the link.

Tool Configuration

When configuring the Send Email tool in your workflow, you can select which recipients should receive emails. Simply check the boxes for the workflow owner and any verified email addresses you want to include. The LLM determines the subject and body content based on your prompts and workflow context.

Recipient Configuration

1

Workflow Owner

Check this box to send emails to the workflow owner's registered email address. This is the default if no recipients are selected.

2

Verified Email Addresses

Check any verified email addresses that should receive emails. You can add and verify email addresses using the "Manage Emails" button in the tool configuration panel.

YAML Example - Department Reports
name: Department Reports
version: "1.0"

agents:
  - id: report_agent
    # ... agent config

execution:
  steps:
    - agent: report_agent
      task: Send report to finance team
      tools:
        - name: send_email
          config:
            allowed_recipients:
              - type: verified
                email: "finance@company.com"
              - type: verified
                email: "cfo@company.com"

Configuration Best Practices

  • Check the Workflow Owner box for personal notifications
  • Select Verified Email Addresses for team or department notifications
  • Add new email addresses using the Manage Emails button in the tool configuration
  • If no recipients are selected, emails default to the workflow owner
  • The LLM generates subject and body content based on your prompts

Branding & Sender

All emails sent through ORCFLO workflows use standard ORCFLO branding and are sent from a verified domain for deliverability and trust.

Email Details

From Addressworkflows@mail.orcflo.com
BrandingStandard ORCFLO template
AuthenticationSPF, DKIM, DMARC verified

Custom Branding

Custom branding is not currently supported. All emails use the standard ORCFLO template. We may offer custom branding options in the future.

Best Practices

Follow these guidelines for effective email automation:

  • Add and verify email addresses using the "Manage Emails" button in tool configuration
  • Select recipients by checking the boxes for owner and verified emails
  • Be specific in prompts about what information to include in emails
  • Include context in your prompt so the LLM can generate relevant content
  • Request specific formatting (headings, lists, tables) when helpful
  • Test workflows with different data to verify email quality
  • Use descriptive subject line instructions for clear emails

Email Delivery

  • Emails are sent from workflows@mail.orcflo.com
  • Check spam/junk folders if emails are not appearing
  • Add workflows@mail.orcflo.com to your contacts for reliable delivery

Key Takeaways

  • Add and verify email addresses using the "Manage Emails" button
  • Select recipients by checking boxes in the tool configuration panel
  • The LLM generates subject and body content based on your prompts
  • All emails come from workflows@mail.orcflo.com with standard branding
  • No attachments - include data in the email body or share links
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