How to send automatic emails from Uku
TL;DR: Attach automated emails to recurring task templates or client work plans, set timing rules (before or after a task deadline), and Uku will send reminders and notifications to clients automatically.
Who can do this
Any member with access to Task templates or Client work plans
The Emails app must be activated and set up
We recommend creating email templates before setting up automation
How email automation works
Email automation in Uku works by attaching emails to recurring tasks. You define automation rules that tell Uku when to send each email relative to the task's start date, deadline, or completion date. Uku then sends those emails automatically at the specified time.
How to add an automated email to a task
Open a Task template or a client's Task plan where you want to add an automatic email.
Open the specific task where you want the automated email to be sent.
Click the Envelope icon.
Choose an existing email template or compose a new email.
Add a Sender and Recipient.
Add variables to personalize the email (see below for details).
Set up the automation timing rules in the Automation section (see below for details).
Click Add automation.
Review the prepared email in the Automation block. You can edit or delete it from here.
Click Save a recurring task to finalize.
Using variables in automated emails
Variables let you personalize automated emails with dynamic data from client, contact, project, or task fields. Variables can be used in both the email subject and the email body.
Supported field types for variables:
Text
Number
Date
User
URL
To add variables:
While composing the email, click the Variable icon.
Select the appropriate variable from the list.
The variable will be inserted into the email and replaced with actual data when the email is sent.
Setting automation timing rules
In the Automation section of the email, define when Uku should send the email. You can choose:
How many days before or after a specific event
Which event triggers the timing: Start date, Deadline, or Completion date
For example, you could set an email to send 3 days before the deadline as a reminder, or 1 day after task completion as a follow-up.
Viewing planned and sent emails
On the client's Communication timeline, you can see an overview of all planned and already-sent automated emails. This helps you track what has been communicated and what is upcoming.
Tip: Combine email templates with automation rules to create standardized client communication workflows. For example, set up automatic reminders for document submission deadlines or confirmation emails after task completion.
Troubleshooting
Automated email was not sent at the expected time: Check the automation timing rules on the task. Verify that the task has a valid Start date, Deadline, or Completion date that matches the trigger you configured.
Variables show placeholder text instead of actual data: Ensure that the client, contact, or task fields referenced by the variables are filled in. Empty fields will result in blank or placeholder values in the sent email.
Cannot see the Envelope icon on a task: The Emails app may not be activated. Go to Settings & Apps and verify the Emails app is enabled and properly configured.
Automated emails are being sent to the wrong recipient: Open the task, click the Envelope icon, and check the Recipient field in the automation setup. Update it to the correct contact.