Email Action Settings

What is this for?

The Email Action Settings popup is where you configure every detail of an automated email that your journey will send. You choose the email template, who receives it, when it triggers, the subject line, and the body content. This popup appears when you create a new email action or edit an existing one in the Journey Editor.

Step-by-Step Instructions

1. Open the Email Action Popup

• New action: In the Journey Editor toolbar (JOBS section, left), click the envelope icon (tooltip: "create mail job").
• Edit existing: On the canvas, click the menu (⋮) on an email action card and choose Edit.

2. Choose an Email Template (Required)

• Field: Select email template (dropdown)
• What it does: Picks the visual layout (header, footer, colors, logo) for the email.
• How to use: Click the dropdown and select a template you created in the Mail Templates section.
• Rule: This field is required — you cannot save without selecting a template.

3. Select Recipient Type (Required)

• Field: Select recipient (dropdown)
• Options:
  1. Subscriber — The person who registered for the event (the attendee).
  2. Owner — The event organizer (you/your team).
  3. Custom e-mail — A specific email address you enter manually.
• Default: Subscriber.
• Note: If you choose Custom e-mail, an additional field appears (step 4).

4. Enter Custom Email Address (Only for Custom E-mail)

• Field: Input recipient e-mail (text field)
• Appears: Only when Recipient Type = Custom e-mail
• Validation: Must be a valid email format. Max 100 characters.
• Placeholder: "e-mail"

5. Choose Trigger Type (Required)

• Field: Select trigger type (dropdown)
• Options:
  1. Time Before Event — Email sends X time before the event starts.
  2. Time After Event — Email sends X time after the event ends.
  3. Time Subscribe to Event — Email sends at the moment of registration (no time offset).
• Default: Time Before Event.
• Important: If you choose Time Subscribe to Event, the Time Offset field (step 6) automatically hides — there's no offset for subscription triggers.

6. Choose Time Offset (Required for Before/After Triggers)

• Field: Select time trigger (dropdown)
• Appears: Only when Trigger Type = Time Before Event OR Time After Event
• Hides: When Trigger Type = Time Subscribe to Event
• Options (predefined offsets):
  • 30m (30 minutes)
  • 1h (1 hour)
  • 2h (2 hours)
  • 4h (4 hours)
  • 8h (8 hours)
  • 1-day (24 hours)
  • 2-days (48 hours)
  • 5-days (120 hours)
• Default: 30m
• Note: These are fixed options — you cannot type a custom value.

7. Enter Email Subject (Required)

• Field: E-mail subject (text field)
• Max length: 100 characters
• Counter: Shows current character count as you type.
• Placeholder: "e-mail subject"
• Rule: Required — cannot be empty when saving.

8. Write Email Body (Required)

• Field: E-mail body (rich text editor with toolbar)
• Max length: 300 characters
• Counter: Shows current character count.
• Toolbar: Bold, Italic, Underline, Headings (H1, H2), Bullet List, Text Size, Text Color, Alignment, Insert Link.
• Placeholder: "Write email text..."
• Rule: Required — cannot be empty when saving.
• Shortcodes: Below the editor, a Shortcodes Panel appears with insertable placeholders (see Shortcodes Panel guide).

9. Save or Cancel

• Save button (label: "Save") — Validates all required fields. If valid, saves the action and closes the popup. The card appears/updates on the canvas.
• Cancel button (label: "Cancel") — Discards changes and closes the popup.

Important Rules & Tips

Note: All fields marked with a red asterisk (*) in the popup are required. The Save button will not work until they are filled. Validation errors appear as red text under each empty required field.

Trigger Type Toggles Time Offset Visibility: Switching Trigger Type to "Time Subscribe to Event" instantly hides the Time Offset dropdown. Switching back to Before/After shows it again with the previously selected value (or default).

Recipient Type Toggles Custom Email Visibility: Switching Recipient Type to "Custom e-mail" shows the Custom Email field. Switching away hides it and clears any entered value.

Character Limits Are Enforced:

• Subject: max 100 chars (counter turns red near limit)
• Body: max 300 chars (counter turns red near limit)
• Custom email: max 100 chars

Spam Filter Check: When saving the journey (not the action popup), the system scans the combined subject + body of ALL email actions for blocked spam words. If found, the journey save fails with an error listing the words. Avoid spammy phrases like "FREE MONEY", "ACT NOW", "GUARANTEED", etc.

Template Must Exist: The Email Template dropdown only shows templates you've already created and saved in the Mail Templates section. Create a template there first.

Shortcodes Panel Depends on Recipient: The User Identity shortcode ({userIdentity}) is hidden from the Shortcodes Panel when Recipient = Owner. It only appears for Subscriber and Custom E-mail recipients (where the subscriber's identity is known).

Common Questions & Troubleshooting

Why is the Time Offset dropdown missing? You selected Time Subscribe to Event as the Trigger Type. Subscription triggers have no offset — they fire immediately at registration. The field hides automatically.

I chose "Custom e-mail" but the email field didn't appear. It should appear instantly. If not, try selecting a different recipient type first, then switch back to Custom e-mail.

The Save button does nothing / no error shows. Check all required fields (Template, Subject, Body) — they must be filled. Look for red error text under empty required fields. Also ensure the Body editor has actual content (not just whitespace).

Can I type a custom time offset like "3h30m"? No. The Time Offset dropdown offers only 8 predefined values. Pick the closest one.

What happens if I change the Trigger Type after saving? Edit the action, change the Trigger Type, and Save. The card will move to the correct position on the canvas based on the new type and offset.

Why is the User Identity shortcode missing from the panel? You likely have Recipient = Owner selected. The {userIdentity} shortcode only makes sense for emails going to the subscriber or custom recipient (where the subscriber's identity is known). It hides for Owner emails.

Can I use different templates for different actions in the same journey? Yes. Each email action independently picks its template from the dropdown.