Automated email and SMS communications are essential for keeping users informed, sending notifications, delivering reports, and maintaining engagement. Tadabase provides powerful tools for sending emails and text messages through all four automation types: table rules, record rules, action rules, and scheduled tasks.

With dynamic content, merge fields, and conditional logic, you can create personalized, targeted communications that automatically respond to events in your application.

• Confirmations: Order confirmations, registration confirmations, submission receipts
• Notifications: Task assignments, status changes, approval requests
• Reminders: Upcoming appointments, payment due dates, deadlines
• Reports: Weekly summaries, monthly statements, performance reports
• Alerts: Error notifications, threshold warnings, escalations
• Engagement: Welcome emails, follow-ups, surveys

Options for recipients:

• Field Value: Use email from a field (e.g., {customer_email})
• Connected Field: Email from a related record (e.g., {project.manager_email})
• Custom Email: Enter specific email address
• Logged-in User: Send to current user's email
• Multiple Recipients: Separate multiple addresses with commas

Important: Always validate that email fields contain valid addresses. Use conditions to check that email is not empty before sending.

• CC (Carbon Copy): Additional recipients who can see all other recipients
• BCC (Blind Carbon Copy): Hidden recipients that others can't see
• Use Case: BCC managers on customer emails without revealing management oversight

Best Practices:

• Keep concise (under 50 characters)
• Include relevant identifiers (Order #123, Ticket #456)
• Use merge fields for personalization
• Make it descriptive and actionable

Examples:

• "Order Confirmation: #{order_number}"
• "Appointment Reminder: {appointment_date} at {appointment_time}"
• "Task Assigned: {task_name}"
• "Invoice #{invoice_number} is now due"

Features:

• Rich text formatting (bold, italic, lists, etc.)
• Merge fields for dynamic content
• HTML support for advanced formatting
• Images and logos
• Links to pages or external sites
• Conditional content blocks

Attach files from:

• File upload fields in the record
• PDF fields generated by PDF rules
• Multiple files from the same record

Note: Attachment size limits depend on your plan and email provider restrictions.

Merge fields insert dynamic data into your emails, making each message personalized and relevant.

Syntax: {field_name}

Examples:

• {customer_name} → "John Smith"
• {order_total} → "$1,234.56"
• {appointment_date} → "January 15, 2026"
• {invoice_number} → "INV-2026-001"

Syntax: {connection_field.field_name}

Examples:

• {customer.email} → Email from connected customer record
• {project.manager_name} → Project manager's name
• {order.customer.company} → Company name from customer connected to order

• {logged_in_user.name} → Current user's name
• {logged_in_user.email} → Current user's email
• {app_name} → Application name
• {current_date} → Today's date

Scenario: Send automatic confirmation when customers place orders.

Configuration (Record Rule in Order Form):

• Action: Send Email
• To: {customer_email}
• Subject: "Order Confirmation - Order #{order_number}"
• Body:

Dear {customer_name},

Thank you for your order! Your order has been received and is being processed.

Order Details:
- Order Number: {order_number}
- Order Date: {order_date}
- Total Amount: {order_total}

Your order will be shipped to:
{shipping_address}
{shipping_city}, {shipping_state} {shipping_zip}

You can track your order status at any time by visiting your account dashboard.

Thank you for your business!

Best regards,
{company_name}

Scenario: Notify team members when they're assigned to tasks.

Configuration (Table Rule on Tasks Table):

• Trigger: Record Created or Edited
• Condition: Assigned To is not empty
• Action: Send Email
• To: {assigned_to.email}
• Subject: "New Task Assigned: {task_name}"
• Body:

Hi {assigned_to.name},

You have been assigned a new task:

Task: {task_name}
Project: {project.name}
Priority: {priority}
Due Date: {due_date}

Description:
{description}

Please review and update the task status as you make progress.

View Task: [Link to task details page]

Scenario: Send reminders 24 hours before appointments.

Configuration (Scheduled Task):

• Schedule: Daily at 9:00 AM
• Table: Appointments
• Conditions: Appointment Date equals Tomorrow AND Status equals "Confirmed"
• Action: Send Email
• To: {customer_email}
• Subject: "Reminder: Appointment Tomorrow at {appointment_time}"
• Body:

Hello {customer_name},

This is a friendly reminder about your upcoming appointment:

Date: {appointment_date}
Time: {appointment_time}
Service: {service_type}
Provider: {provider_name}

Location:
{location_address}
{location_city}, {location_state}

If you need to reschedule or cancel, please contact us at {company_phone} or reply to this email.

We look forward to seeing you!

Best regards,
{company_name}

Scenario: Request manager approval for expense reports.

Configuration (Action Rule on "Submit" Button):

• Action: Send Email
• To: {employee.manager_email}
• CC: finance@company.com
• Subject: "Expense Report Approval Needed - {employee.name}"
• Body:

Dear {employee.manager_name},

An expense report requires your approval:

Employee: {employee.name}
Report Date: {report_date}
Total Amount: {total_amount}
Category: {expense_category}

Description:
{description}

Please review and approve or reject this expense report.

[Approve Button Link] [Reject Button Link]

View Full Report: [Link to expense report details]

Thank you,
Finance Team

• Urgent Notifications: Critical alerts, emergency updates
• Time-Sensitive Reminders: Appointment reminders, delivery notifications
• Verification: Two-factor authentication, confirmation codes
• Status Updates: Order shipped, service completed
• Quick Confirmations: Booking confirmations, registration confirmations

Important: Only send SMS to users who have explicitly opted in. Include opt-out instructions and comply with SMS regulations.

• SMS has character limits (typically 160 characters)
• Get to the point quickly
• Include only essential information
• Use abbreviations sparingly but appropriately

• Who the message is from
• What the message is about
• When (if relevant)
• What action is needed (if any)

• Include "Reply STOP to unsubscribe" or similar
• Honor opt-out requests immediately
• Maintain opt-out list in your database

Scenario: Send SMS reminder 2 hours before appointments.

Configuration (Scheduled Task):

• Schedule: Hourly
• Table: Appointments
• Conditions:
  • Appointment Date equals Today
  • Appointment Time is within next 2 hours
  • SMS Reminder Sent equals "No"
  • Customer Opted In SMS equals "Yes"
• Actions:
  • Send SMS
  • Update SMS Reminder Sent to "Yes"
• SMS Message:

Reminder: Your appointment with {company_name} is today at {appointment_time}. Location: {location}. Reply C to confirm or call {company_phone}. Reply STOP to opt out.

Scenario: Alert customers when their order is out for delivery.

Configuration (Table Rule or Action Rule):

• Trigger: When Status changes to "Out for Delivery"
• Condition: Customer Phone is not empty AND SMS Opted In equals "Yes"
• Action: Send SMS
• To: {customer_phone}
• Message:

Your order #{order_number} is out for delivery! Expected delivery: {delivery_window}. Track: {tracking_link}. - {company_name}

Scenario: Alert on-call technician of critical system issues.

Configuration (Table Rule or Action Rule):

• Trigger: When Incident is created with Priority "Critical"
• Action: Send SMS
• To: {on_call_tech.phone}
• Message:

URGENT: Critical incident #{incident_number} - {incident_title}. Location: {location}. Contact dispatch: {dispatch_phone}. - IT Ops

Use both channels for maximum effectiveness:

• SMS for urgency: Quick alerts, time-sensitive reminders
• Email for details: Full information, documentation, attachments
• Both for important events: Critical notifications get both SMS and email

Scenario: Send both SMS and email when users register for events.

Configuration (Record Rule on Registration Form):

• Rule 1 - Send SMS:
  • Condition: Phone is not empty AND SMS Opted In equals "Yes"
  • To: {phone}
  • Message: "Thanks for registering for {event_name}! Check your email for details. - {company_name}"
• Rule 2 - Send Email:
  • To: {email}
  • Subject: "Registration Confirmed: {event_name}"
  • Body: Full event details, calendar invite, directions, etc.

Build email templates that can be reused across multiple rules:

• Header: Company logo, branding
• Body: Main message content with merge fields
• Footer: Contact information, unsubscribe link, legal disclaimers
• Styling: Consistent fonts, colors, formatting

Benefits:

• Professional appearance
• Consistent branding
• Better formatting control
• Images and logos
• Responsive design for mobile

Example HTML Template Structure:

<!DOCTYPE html>
<html>
<head>
  <style>
    body { font-family: Arial, sans-serif; }
    .header { background-color: #003366; color: white; padding: 20px; }
    .content { padding: 20px; }
    .footer { background-color: #f0f0f0; padding: 10px; font-size: 12px; }
  </style>
</head>
<body>
  <div class="header">
    <h1>Company Name</h1>
  </div>
  <div class="content">
    <p>{email_body_content}</p>
  </div>
  <div class="footer">
    <p>Contact us: {company_email} | {company_phone}</p>
  </div>
</body>
</html>

Customize email content based on conditions using rules and merge fields:

Scenario: Send different email content to VIP vs regular customers.

Solution: Create two separate email rules with conditions:

• Rule 1 - VIP Customers:
  • Condition: Customer Type equals "VIP"
  • Subject: "Exclusive VIP Offer: {offer_name}"
  • Body: VIP-specific messaging with premium benefits
• Rule 2 - Regular Customers:
  • Condition: Customer Type equals "Regular"
  • Subject: "Special Offer: {offer_name}"
  • Body: Standard offer messaging

Check:

• Email field contains valid email address
• Email field is not empty
• Merge fields are correctly formatted
• No typos in email addresses
• Email sending limits not exceeded
• Check spam/junk folders

Solutions:

• Avoid spam trigger words (free, urgent, act now)
• Include unsubscribe link
• Use professional "from" address
• Don't use ALL CAPS or excessive exclamation marks
• Maintain good sending reputation

Check:

• Field name is spelled correctly
• Field exists in the table
• Syntax is correct: {field_name}
• For connected fields: {connection.field_name}
• Field has a value (not empty)

Check:

• Phone number is in correct format
• Phone field is not empty
• SMS feature is enabled on your plan
• Message is within character limits
• User has opted in to SMS

• Always obtain consent before sending emails or SMS
• Provide clear opt-in/opt-out mechanisms
• Honor unsubscribe requests immediately
• Comply with regulations (CAN-SPAM, GDPR, TCPA)

• Use merge fields for personalization
• Address recipients by name
• Include relevant details specific to the recipient
• Avoid generic, one-size-fits-all messages

• Send test emails to yourself
• Verify merge fields populate correctly
• Check formatting on different devices
• Test links and attachments
• Review subject lines for clarity

• Send emails during business hours when possible
• Avoid sending late at night or early morning
• Consider recipient time zones
• Space out communications to avoid overwhelming users

• Every communication should serve a purpose
• Include actionable information
• Make it easy for recipients to take next steps
• Don't send unnecessary emails

• Track email open rates and click-through rates
• Monitor unsubscribe rates
• Review bounce rates
• Adjust content based on performance

Email and SMS automation keep users informed and engaged:

• Send emails through all four automation types
• Use merge fields for dynamic, personalized content
• SMS is perfect for urgent, time-sensitive communications
• Combine email and SMS for critical notifications
• Create reusable email templates for consistency
• Always get permission and provide opt-out
• Test thoroughly before deploying
• Monitor performance and refine messaging