Send automation-triggered emails from user that triggered it

Miranda Ilechukwu
Miranda Ilechukwu Member Posts: 8 VERIFIED MEMBER
edited July 2022 in Ideas and Product Feedback #1

It would be far more useful if emails triggered by a shared automation set the sender information to that of the user that triggered that action.  For example, I authored a workflow automation to send emails every time an activity was added to a lead, but when any other user added an activity to a lead, the emails always came from "me."

In the case of emails and email templates, it would be far more useful to be able to choose from a short list of options for the sender such as:

  1. automation author (current default)
  2. trigger user

This also would help a great deal in debugging notifications (e.g. missed emails) since we'd know who's email Sent folder to look in.  Where would they go if the automation author's account was deactivated?

And copying/duplicating the email templates and automations across multiple user accounts is really awful for making edits to the automations down the road.

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  • Vera Rosado
    Vera Rosado Pipedrive Team Posts: 26 PIPEDRIVE TEAM
    Fourth Anniversary 10 Comments Photogenic Pipedrive Team
    edited April 2022 #2

    Hello @Miranda Ilechukwu 

    Thank you so much for your feedback. 
    Our automation, when with an action to send emails, are sent always by the email account of the user who creates it for privacy reasons. 
    If you set up an automation to send an email and a user ended up triggering it without their knowledge it may end up with this person sending a message on their behalf that they do not agree with. 

    I hope this can bring you some understanding of why we have the logic behind this type of automation this way. 

     

    Hope you have a great day!  

  • Miranda Ilechukwu
    Miranda Ilechukwu Member Posts: 8 VERIFIED MEMBER
    edited April 2022 #3
    Vera Rosado said:

    Hello @Miranda Ilechukwu 

    Thank you so much for your feedback. 
    Our automation, when with an action to send emails, are sent always by the email account of the user who creates it for privacy reasons. 
    If you set up an automation to send an email and a user ended up triggering it without their knowledge it may end up with this person sending a message on their behalf that they do not agree with. 

    I hope this can bring you some understanding of why we have the logic behind this type of automation this way. 

     

    Hope you have a great day!  

    The Pipedrive KB article and Academy video suggest that Workflow Automations would be how new leads could be welcomed automatically, but with great power comes great responsibility.  There is no way to honour both of these sentiments simultaneously right now.  

    If a shared email workflow automation only sends from the author, then in order for all sales users to welcome their leads automatically, they need to be given the great power and responsibility of managing their own automations.  This is in fact the "simple" workaround offerred by Pipedrive support.  But duplicating the business rules of a workflow across multiple users' accounts leads to mistakes and challenges with troubleshooting or changes.

    If privacy is the concern, let's come up with an alternative that truly makes a "shared" email automation actually shareable.   Would there not be alternatives to how a shared-email automation could work:  for example, user may select to "register" for a shared automation so that, if it is shared, he/she can also use it but without having to duplicate and re-write it him/herself?  And s/he could also de-register if it isn't working for him/her anymore.  The Workflow Automation menu is visible (although not useful) to the unauthorized users anyways, so this could be something it would help for.

  • Inês Batata
    Inês Batata Posts: 2,011 VERIFIED MEMBER
    2500 Comments Third Anniversary 25 Likes First Answer
    edited September 2021 #4
    Vera Rosado said:

    Hello @Miranda Ilechukwu 

    Thank you so much for your feedback. 
    Our automation, when with an action to send emails, are sent always by the email account of the user who creates it for privacy reasons. 
    If you set up an automation to send an email and a user ended up triggering it without their knowledge it may end up with this person sending a message on their behalf that they do not agree with. 

    I hope this can bring you some understanding of why we have the logic behind this type of automation this way. 

     

    Hope you have a great day!  

    Thank you for your feedback, @Miranda Ilechukwu, you make some good points there.

    Currently, these are the option we can offer but I've made sure to have your suggestions communicated internally so our teams can take them into account for future developments. 

    We're always working on improvements and this is where we make all product update announcements. 

    • Follow What's Planned to know what we're currently working on and what’s to come.
    • Follow What’s New and don’t miss any new release announcements.
    • Join our Research and Beta Testing channel for the chance to try out early versions and give us your opinion about new and improved features before they go live.
       

    Learn all about any of Pipedrive’s features from our Knowledge Base tutorials in your preferred language and our Academy video courses. Simply search for your topic. 🔎

     

    PS - We'd like to ask you to please not use the What's New? or What's Planned? topics in your posts, as they they are read-only topics used by Pipedrive to communicate updates to our community members. I have removed them from the post and replaced them with more pertinent topics. Thank you!

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