Automatic sending, explained
How armed workflow steps send themselves on the due date, and the guardrails that keep it safe.
A workflow step set to Send automatically on the due date sends itself, no tap needed. This page covers what happens and the limits that stop it from ever doing something you did not intend. It is off until you explicitly arm a step, so nothing sends by surprise.
What can auto-send
Email, questionnaire, and contract steps. A questionnaire or contract step creates the document from its bound template the first time it runs, drops a live link into the step email (where you put the link variable), and sends it. The document is created once per step, so a retry never makes a duplicate.
When it sends
A background job checks hourly. A step sends on its due date, during civil hours in your workspace timezone (never in the middle of the night), to the recipients saved on the lead. A step armed late (more than a day past due) is skipped and flagged rather than blasted out late.
Who it sends to
Only the addresses stored on the lead and marked to include in automation: the primary contact, plus any extra recipients you flagged. The automatic sender never invents or accepts a typed-in address, which protects against wrong-recipient mistakes.
The daily cap
To avoid a flood, each job sends at most a set number of automatic messages per day (4 by default). Anything over the cap is held (left pending, it sends the next day), and you get one email that day letting you know a job had messages held.
Pause, stop, and remind
- Pause automation on a lead stops all automatic sends for that lead until you switch it back on.
- Stop / skip a single step marks it skipped so it never sends.
- A sent questionnaire or contract that is still waiting on the client shows in Today's actions with a one-tap Remind that re-sends it.
The "To send" page
The To send page lists everything armed and pending across all your leads in one place, so you can see what is queued and send or review from there.
If a send fails
Every attempt is logged. A failed send is recorded and retried on the next run rather than silently dropped, and the step only ticks off once every intended recipient has actually been sent.