> For the complete documentation index, see [llms.txt](https://docs.couchdrop.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.couchdrop.io/~/changes/215/automations/actions/email-files.md). # Email Files Learn about the Email Files Action category in Automations. ## Overview As part of a workflow, you can email a file directly from Couchdrop as an attachment or create a [Shared Link](/~/changes/215/file-sharing/shared-links.md) and email the link details that lead to the file. For sensitive data, we recommend the latter due to increased security and controls. {% hint style="warning" %} Couchdrop has several methods of transferring files that are more secure than email. We recommend using other methods unless there are no other options. {% endhint %} ### How Couchdrop emails files When using either email action, Couchdrop will generate the email from . The email will use your organization name in the subject. See below for an example in Gmail.
## Available Email Actions
Action CategoryDescription
Attach File and EmailSend file via email attachment to a custom email.
Create Shared Link and EmailCreate a Couchdrop Shared Link and email link instructions.
{% hint style="info" %} ## Sending a file to multiple recipients When using an Email Files Action, you define an email address that the file or Shared Link will be sent to. **You can only enter one email address per action.** If you need to email multiple recipients, you can use variables as part of the email address. By defining [custom variables](/~/changes/215/automations/variables.md#custom-variables) earlier in the workflow, you can input them into this field to send files to different emails depending on parameters like filename, user, etc. {% endhint %} ### Attach File and Email Action The **Attach File and Email** action sends the file being processed by the workflow as an email attachment. This is useful when a workflow needs to deliver a file directly to a recipient after an earlier action has completed. You configure the recipient email address when adding the action. The recipient can be a fixed email address or an **Automation Variable**, allowing the destination to be determined by values available in the workflow. Only one email address can be configured per action. If the same file needs to be sent to multiple recipients, add additional email actions. Because the file is sent as an email attachment, consider whether email is appropriate for the data being transferred. For sensitive files, [**Create Shared Link and Email**](#create-shared-link-and-email-action) provides additional controls without placing the file itself in the recipient's mailbox. ### Create Shared Link and Email Action The **Create Shared Link and Email** action creates a [Couchdrop Shared Link](/~/changes/215/file-sharing/shared-links.md) for the file being processed and emails that link to a recipient. Instead of attaching the file directly to the email, the recipient receives a link they can use to access it. This is generally preferable when you want to avoid sending the file itself through email. You configure the recipient email address and can use an **Automation Variable** when the destination needs to change based on the workflow. You can also configure an [**Expiry**](/~/changes/215/file-sharing/shared-links.md#configure-access-controls) for the Shared Link. Once the configured period has passed, the link expires and can no longer be used to access the file. As with **Attach File and Email**, one recipient can be configured per action. ### Create Custom Email Action The **Create Custom Email Action** lets you send a custom email from within a workflow branch. This is useful when you want to notify someone that a specific part of a workflow has completed, or when a branch represents an exception or condition that needs attention. For example, you can use a Custom Email Action to: * Notify a team when files have been [moved to a specific location](/~/changes/215/automations/actions/transfer-actions.md). * Send an alert when a [conditional branch](/~/changes/215/automations/conditional-filtering.md) is triggered. * Confirm that an exception condition has been met, such as checking the modification time of a file in a location before continuing. * Send workflow context such as the **User**, **Filename**, or custom variables extracted earlier in the workflow. You can configure the email recipient, subject, and body, and use [**Automation Variables**](/~/changes/215/automations/variables.md) in each field to include values from the workflow at that point. Because Custom Email Actions can be added to branches, the notification can be tied to a specific workflow outcome rather than being sent every time the workflow runs. --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation by asking a question. Perform an HTTP GET request on the following URL with the `ask` and `goal` query parameters: ``` GET https://docs.couchdrop.io/~/changes/215/automations/actions/email-files.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is what the user is ultimately trying to achieve, the reason they need the answer. Sharing it helps GitBook give you a better, more relevant answer. A goal is most helpful when it describes the outcome the user wants rather than restating the question. For example, with `ask=how do I create an API token`, a goal like `automate deployments from our CI pipeline` lets GitBook tailor the answer to that use case. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.