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DocsAutomator provides flexible email automation with three service options: DocsAutomator Mail for reliable delivery, and Gmail or Outlook for sending from your own connected mailbox.

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Email Service Options

  • Sender: DocsAutomator <noreply@docsautomator.com>
  • Benefits: High deliverability, no setup required, reliable infrastructure
  • Best for: Business communications and automated notifications
  • Setup: Enabled by default with no additional configuration

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Connecting Gmail or Outlook

1

Select the service

Select Gmail or Outlook as the email service in automation settings
2

Authorize

Click “Connect Gmail Account” or “Connect Microsoft Account” to authorize DocsAutomator
3

Choose Account

Choose which connected account to send from
4

Custom Name (Optional)

Set a custom sender name to replace the default “DocsAutomator” display
You can connect multiple accounts and pick which one each automation uses. Connect or disconnect accounts anytime under Workspace Settings → Integrations.

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Sending from the Team Member Who Generates the Document

By default, every email an automation sends comes from the one account configured in its email settings. For teams, you can instead send each email from the person who generated the document: with Gmail or Outlook selected as the email service, enable Send from the team member who generates the document below the account selector. When enabled:
  • DocsAutomator matches the generating member’s login email against the Gmail and Outlook accounts connected to the workspace
  • If a matching account is found, the email is sent from that member’s account
  • If there is no match, or the document was generated by an automated trigger (auto-creation, webhooks, polling), the email falls back to the account configured in the automation
The same option is available for e-signature emails in the e-sign email settings, covering invitations, reminders, and completion emails.
Each team member who should send from their own mailbox needs their Gmail or Outlook account connected to the workspace under Workspace Settings → Integrations.

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Generating via API

The in-app Generate button identifies the generating member automatically. API calls can name the member with the actingUserEmail parameter, passed in the request body, as a query parameter, or as an X-Acting-User-Email header. For example, for a Google Sheets automation: 
curl -X POST https://api.docsautomator.co/createDocument \
  -H "Authorization: Bearer YOUR_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{
    "docId": "YOUR_AUTOMATION_ID",
    "rowNumber": 2,
    "actingUserEmail": "member@yourcompany.com"
  }'
This also works in per-row generate links and button fields: append &actingUserEmail=member@yourcompany.com to the generation URL. See the API reference for details.

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Email Configuration

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Recipients

  • Static emails entered directly
  • Dynamic emails using placeholders like {{email}} or {{contact_email}}
  • Multiple recipients separated by commas

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Subject Line

  • Static text entered directly
  • Dynamic content using placeholders
  • Example: Invoice #{{invoice_number}} for {{client_name}}

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Email Content

  • Rich text editor for formatting
  • Dynamic placeholders throughout email body
  • Access to document data dynamically

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PDF Attachments

  • Included by default
  • Optional: Deselect “Attach Generated PDF to Email” to send notification emails with download links instead

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Reply-To Address

  • Optional address that replies are routed to, instead of the default sender
  • Works with DocsAutomator Mail, Gmail, and Outlook
  • Leave blank to keep the default reply behavior

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Email Personalization

All placeholders from your document template are available in your email subject line and body. This means you can personalize every email with data from your data source.

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Using Placeholders in Emails

Any placeholder mapped in your automation can be used in:
  • Recipient field: {{client_email}} or {{contact_email}}
  • Subject line: Invoice #{{invoice_number}} for {{client_name}}
  • Email body: Hi {{first_name}}, please find your document attached.

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Using Data That Shouldn’t Appear in the Document

Sometimes you need data for email personalization that shouldn’t be visible in the generated document. For example, you may want to route emails to different recipients or personalize the greeting, but that information isn’t part of the document itself. Use the Always hide option to pass data through your automation without rendering it in the document:
1

Add the placeholder to your template

Add the placeholder (e.g. {{recipient_email}} or {{first_name}}) anywhere in your Google Doc template. The end of the document works well.
2

Enable Always Hide

In your automation’s placeholder settings, click the gear icon next to the placeholder and toggle on “Always hide”.
3

Use in email settings

Reference the placeholder in your email recipient, subject, or body fields. The value will be used for the email but won’t appear in the generated document.
This is especially useful for multi-recipient workflows where different documents go to different people, or when you need personalization data (like a first name for the greeting) that isn’t part of the document content.Learn more about this feature in the Hidden Values documentation.

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Conditional Email Sending

Send emails only when specific conditions are met based on document data.

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Setting Up Conditions

1

Open Conditions

Click the conditions icon in email settings
2

Add Condition

Add conditions using format: if {{placeholder}} [condition] value
3

Configure Logic

Multiple conditions use OR logic (email sends if ANY condition is met)

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Available Conditions

ConditionDescription
equalsExact match
does not equalNot equal to value
containsContains substring
does not containDoes not contain substring

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Test Email Feature

Before going live, test your email configuration:
  1. Click “Send Test Email” in email settings
  2. Enter a recipient email address
  3. Review the sample with your configured subject, content, and attachment

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Troubleshooting

  • “Account inactive”: Reconnect the account under workspace settings > integrations (it can go inactive if access was revoked on the provider’s side)
  • “No account selected”: Choose a connected account in email service settings
  • Authentication errors: Re-authorize the connection in workspace settings > integrations
  • Check spam folders and verify recipient addresses
  • Contact support for DocsAutomator Mail delivery investigation
  • Personal Gmail accounts have daily sending limits
  • Invalid email format: Ensure placeholder values contain valid email addresses
  • Missing placeholders: Verify all placeholders exist in your document template
  • Condition errors: Check that condition placeholders have values in your data
Last modified on June 10, 2026