Nimbata’s Email Alerts send real-time emails for calls, form submissions and SMS to you, your team, or your clients. You write each email yourself: the subject, and a body that can include any call or form detail, the call recording link, the transcription and a link to the call in Nimbata. To post alerts in a Slack channel instead, see Slack.

The workflows that decide which calls send an email (missed calls, or specific call and SMS events) are on Alerts, under Workflows. Set up the email alert here first, then the workflow there.

Set up Email Alerts

  1. Choose what the alert is for

    • Go to Integrations > Email Alerts.
    • Choose Call, Form or SMS. A workflow sends only alerts of its own type: a call workflow sends call alerts, an SMS workflow sends SMS alerts.

    Once a workflow uses the alert, its type is locked. To change it, remove the alert from the workflow first.

  2. Add recipients

    • Enter the addresses in To, separated by commas, and any copies in CC. Each field takes up to 25 addresses.
    • Check Send separate email to each recipient? if you want individual emails rather than one shared message.

  3. Write the subject

    Enter the subject line. Click Insert field next to it to add a detail of the call, form or SMS, for example New call on %tracking_num_name% - %call_outcome%. A field goes in as a %field% token, which the email fills in when it is sent.

  4. Write the body

    The Body is the whole email after the subject. Write it in the Write tab, and see how it looks in the Preview tab.

    • Click Insert field to add any field of the call, form or SMS. In a call alert, its Sections also add the Recording link, the Transcription and the Activity link (a link to the call in Nimbata).
    • Use the toolbar to format the text: Bold, Bulleted list, Indent and Outdent. You can also type **bold**, start a line with - for a bullet, and indent a line to nest it.
    • HTML shows as text. The body can be up to 10,000 characters long.

  5. Choose the email style

    Pick an Email style:

    • Branded: a centered card on a light background, with a logo and a colored bar at the top.
    • Branded, no logo: the same card, with a colored bar at the top and no logo.
    • Simple: a plain email with no card, logo or colors, plus a text version, for inboxes and systems that read email as text.

  6. Add the alert to a workflow

    A workflow decides when the alert is sent, for example when a call ends or when an SMS arrives. In the panel at the top of the page:

    • Click + Create to start a new workflow from the Email Alerts template, or Manage workflows to add the alert to an existing one.
    • The panel shows a small dot: green when every workflow using the integration is enabled, yellow when only some are, and grey when none are. With no workflow, it says Not used in any workflows.

    Create a workflow

Changes save automatically as you leave each field. If something can’t be saved (for example, an address that isn’t valid), Nimbata shows the error under that field.

🎉 Done! Email Alerts are sent for every call, form submission or SMS that matches your workflow conditions.

Note

In a HIPAA-enabled organization, emails never include the recording link, so Insert field shows it as locked.

Test an email alert

Once the alert is saved, click Send Test at the top of it. A panel opens with sample values for the fields your subject and body use (The test event will include the following call details:): change them if you like, then click Send event to email the recipients.

If you tick Send separate email to each recipient?, CC is cleared and turned off. Switching the alert between Call, Form and SMS resets its subject and body to that type’s defaults.

Multiple email alerts

To route different calls, forms or SMS to different teams, create separate email alerts. A project can have up to 25.

  • Go to Integrations > Email Alerts.
  • Click Add email alert.
  • Set up the new alert with different recipients, a different type, a different subject and body, or all of these.
  • Give it a name, so you can tell your alerts apart in a workflow.
  • Choose which alert(s) to send by adding the Email Alerts task to a workflow and selecting them.

You can’t delete an alert that a workflow still uses. Nimbata names the workflows that use it, so you can remove it from them first.

If you have more than one project, click Share with Project to copy your alerts to other projects.