How to send emails to a client from Uku
TL;DR: Send emails directly from Uku using the Communication tab on a client card, the Email icon within a task, or by setting up automated email sending on task templates and plans.
Who can do this
Users who have set up the Emails app
Users with access to client cards and tasks
You can send an email to a client through Uku in three ways:
From the Communication tab
From within a task
By automating email sending
Send from the Communication tab
Open the client card.
Select the Communication tab.
Fill in the Recipient, Subject, and Email content fields.
Use the toolbar to:
Insert a Template
Add Automation
Attach a File
Format the text
Select Send.
Send from a task
Open the task where you want to send the email.
Select the Envelope icon in the task view. This opens the email sending panel.
Fill in the Recipient, Subject, and Email content fields.
Use the toolbar to:
Insert a Template
Add Automation
Attach a File
Format the text
Select Send.
Automate email sending
Open a task template or a client's task plan where you want to add an automatic email.
Open the specific task within the template or plan.
Select the Envelope icon to open the email sending panel.
Fill in the Recipient, Subject, and Email content fields.
Select Add automation and configure the trigger:
Choose whether sending depends on:
Task start date
Task due date
Task finished
Decide when the email should be sent:
Right away
A specified number of days before the selected trigger
1-3 days after the selected trigger
Select Add automation to save.
Note: Uku sends automated emails at 8:00 a.m. based on the sender's time zone.
Email toolbar features
Five tools are available when composing an email in Uku:
Add a template -- Select a pre-saved template to populate the subject and content. To modify the email after selecting a template, select Edit email. Changes to the email do not alter the original template.
Add automation -- Configure automatic sending based on a task's start date, due date, or completion status. Specify whether the email sends immediately or within 1-3 days before or after the trigger. Uku sends automated emails at 8:00 a.m. in the sender's time zone.
Add a placeholder -- Insert dynamic variables that Uku replaces with actual values at send time (such as the client contact name).
Format text -- Apply bold, italic, underline, lists, and alignment options.
Add an attachment -- Attach files to the email.
Sender and recipient options
Choose the sender address from the From dropdown. Available addresses depend on which email addresses you have configured.
For the recipient, you can manually enter an email address or select from the client's contact roles. When you choose a role, Uku sends the email to the corresponding client contact email address.
Troubleshooting
Q: The email did not arrive at the client's inbox.
A: Check that the recipient email address is correct. Verify that the Emails app is properly configured and the sender address is authenticated.
Q: The automation did not send the email at the expected time.
A: Automated emails are sent at 8:00 a.m. in the sender's time zone. Confirm the automation trigger (start date, due date, or finished) and timing are set correctly on the task.
Q: Placeholder values appear as blank in the sent email.
A: Ensure the client record has the relevant data populated (e.g., contact name, email). Placeholders only resolve if the corresponding field has a value.
Q: I cannot see the Envelope icon on a task.
A: Confirm that the Emails app is activated in Settings & Apps. If the app is not enabled, the email functionality will not appear in tasks.
