Overview of Mail and Notification Automation in Horilla CRM

Strong communication practices are essential to the success of modern organizations.

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Manually sending emails for onboarding, assignments, updates, or approvals is not only time-consuming but also prone to human error.

Horilla CRM’s Mail and Notifications feature eliminates this manual effort by automating communication workflows. It guarantees that the appropriate information is delivered to the intended recipient at the proper time without the need for continuous monitoring.

What are Mail and Notifications?

Mail and Notifications is an automation feature that sends emails and in-app alerts based on specific CRM events.

Instead of manually informing users when:

• A new user is created
• A lead is assigned
• An opportunity stage changes
• A record is deleted

You can configure automated rules that trigger instantly and consistently whenever these events occur.

How to Access Mail and Notifications

Use the following steps to open the feature:

1. Open the Settings menu by clicking the icon in the top-right corner.
2. In the left sidebar, expand the Automations section.
3. Select Mail & Notifications.

If no automation rules have been configured yet, the system will display a message indicating that no mail and notification workflows exist, along with an option to create your first automation.

Creating a New Mail and Notification

To create a new automation:

1. Click New, located at the top-right of the screen, to proceed.
2. The configuration form will open with multiple setup sections.

Form fields:

• Title: Enter a descriptive name. A clear title makes it easier to manage automations later.
• Module: Choose the CRM module that will trigger the automation (e.g., User, Lead, Contact, Opportunity). The selected module determines the available fields and conditions.
• Mail To / Notify To: Defines the primary recipients. Multiple recipients can be selected simultaneously.
• Also Send To: Optional secondary recipients for broader visibility, such as:
  • Reporting managers
  • Team leads
  • Additional stakeholders
• Trigger Settings: Select when the automation should run:
  • On Create – Executes automatically when a new record is added.
  • On Update – When an existing record is modified
  • On Delete – When a record is removed
  • On Create & Update – For complete monitoring
• Delivery Channel Configuration: Choose how recipients receive notifications:
  • Send as Mail – Email only
  • Send as Notification – In-app alert only
  • Send as Mail and Notification – Both channels
• Mail Template: Choose an existing email template that includes dynamic fields for personalized content.
• Notification Template: Select a pre-configured notification template with dynamic fields for personalization.
• Outgoing Mail Server: Choose the mail server that is configured to handle outgoing mail.
• Conditional Logic: Conditions control when the automation should actually run. Each condition includes:
  • Select Field – The record field to evaluate
  • Select Operator – Equals, Not Equals, Greater Than, Contains, etc.
  • Enter Value – The comparison value
  • AND – All conditions must be true
  • OR – Any condition can be true

Click + Add More to create advanced logic.

Viewing Configured Automations

Once saved, the automation appears in the main list view with these columns:

• Title
• Trigger
• Module
• Mail Template
• Delivery Channel
• Actions (Edit / Delete)

This overview helps administrators quickly audit and manage all active communication workflows.

How Automation Works in Practice

Example: User Creation Automation

To understand how Mail and Notifications work, let’s look at a simple user onboarding scenario.

Step 1: Admin Creates a New User

When an admin creates a new user (for example, John Windson – Sales Manager), the system automatically detects the action.

• Creating a new user in the User module.

Step 2: In-App Notification is Triggered

Immediately after the user is created, an in-app notification is generated based on the configured automation rule. This indicates that the process has been successfully completed.

• Automatic in-app notification triggered after user creation.

Step 3: Welcome Email is Sent Automatically

Simultaneously, the system delivers a welcome email to the newly added user. The email includes essential details such as login credentials, system URL, and security instructions.

•  Automated welcome email sent to the new user.

Result

The new user receives complete onboarding communication within seconds—without any manual effort from the admin.

This ensures:

• Instant communication
• Consistent messaging
• Professional onboarding
• Scalable automation

Best Practices for Effective Automation

• Use clear and descriptive titles
• Apply conditions to avoid unnecessary notifications
• Match delivery channels to urgency
• Keep templates professional and updated
• Test thoroughly before production use
• Review performance regularly
• Maintain documentation for internal reference

Mail and Notifications in Horilla CRM transform manual communication into intelligent automation. By combining trigger-based execution, conditional logic, and multi-channel delivery, you ensure timely and consistent messaging across your organization.

Start with high-impact workflows, test them carefully, and expand gradually. With proper implementation, this feature significantly improves efficiency and prevents critical communication gaps.