tl;dr
You can send emails by:
Using Variables: Automatically pull information (e.g., email addresses) from the trigger.
Manually Entering an Email Address: Type the email address directly into the "send-to" field.
How to Use Variables in the "Send-To" Field
To use a variable, the system needs at least one form or order submission to understand which variables to populate.
Steps:
Ensure your Trigger is properly configured
[External] Complete all fields in your form and send a test submission.
Check the Trigger node to ensure the submission was received.
Once the test submission is processed, the variable button in the "send-to" field will display all available variables from your test submission.
This article outlines how to send emails using variables in the “Send To” field within the Apex journey builder. There are two main approaches to consider: sending emails to users/profiles that enter the journey, and sending emails to specific email addresses. This article also goes over how to ensure your forms have submissions, and that email data is available to be used as a variable.
Sending to the User/Profile Entering the Journey
This method allows you to automatically send emails to the user or profile that triggers the journey (e.g., someone who submits a form or makes a purchase).
In your journey’s email action, locate the “Send To” field.
Click the variable icon on the right side of the “Send To” field.
A menu will appear, displaying available variables from the trigger event.
Select the email variable
Sending to a Different Email Address
This approach is useful when you want to send notifications or alerts to specific people (e.g., a colleague or administrator).
Steps:
In the “Send-To” field, directly type the desired email address.
Configure the Trigger
Apex relies on real form submissions to map variables to the email action accurately. Without at least one form submission, variables may not populate correctly.
To ensure data availability:
Send a Test Submission: Submit a test entry through the relevant form, filling in all the necessary fields.
If you sent the submission but it doesn't show up in the preview area, check that you have chosen the correct form from the dropdown box (use the toggle to hide forms with no submissions)
Variable Caveat
Variables are tied to specific forms or Trigger events. Therefore, it’s important to note that if you switch the associated form (e.g., change the form used in the “When Form is Submitted” trigger), some of your variables may become invalid. When this occurs, you will need to reinsert the appropriate variables using the variable icon.
Additional Notes:
Variables can also be used in the “Reply-To,” “CC,” and “BCC” fields by following the same steps.
There is a limit of one variable or one typed email address per field
Variable can also be used in the email subject line with no restrictions
If the desired variable isn’t appearing in the variable menu, double-check that the chosen form has a real submission. If not, revisit your form setup to ensure the data is available.