Mail-To Control

The Mail-To control lets you compose pre-written emails in your templates so that they can be sent directly from a running checklist. You can use Dynamic Values to automatically populate fields with data captured by other controls in the same checklist.

Adding the Control to a Template

Add the Mail-To control from the controls toolbar inside the Template editor.

Mail-To Toolbar Button

Fields

The Mail-To control contains the following fields. Every field supports Dynamic Values (see below for how to insert them).

FieldDescription
ToThe recipient's email address. Separate multiple addresses with a comma or semicolon.
CcCarbon-copy recipients.
BccBlind carbon-copy recipients.
FromThe sender address shown to the recipient. Leave blank to use your team's default sending address. Supports dynamic values.
Reply-ToAddress that replies are directed to. Leave blank to use the From address. Supports dynamic values.
SubjectThe email subject line.
BodyThe email body. The available editor depends on the Format (Body Mode) selected — see below.

Note: The From and Reply-To fields are only shown when the Format is set to Rich Text or HTML (i.e. when the email is sent directly from CheckFlow). They are hidden in Plain Text mode because that mode opens your local mail client rather than sending through CheckFlow.

Custom sender domain: By default, emails are sent from your team's CheckFlow sending address. If you have configured a custom sender domain in Team Settings, you can enter an address from that domain in the From field to send as your own domain (e.g. notifications@yourcompany.com). See Custom Sender Domain for setup instructions.

Body Format (Body Mode)

The Format selector lets you choose how the email body is authored and delivered. There are three modes:

Plain Text

  • The body is entered as plain text with no formatting.
  • When triggered in a checklist, clicking the button opens a draft in the user's default mail client (via a mailto: link). The email is not sent directly from CheckFlow.
  • Use this mode when you want the user to review and send the email themselves from their own mail client.

Rich Text

  • The body is composed using a rich text editor (Summernote) that supports formatting, images, and file attachments.
  • The email is sent directly from CheckFlow.
  • The full set of send fields becomes available: From, Reply-To, Send Mode, and Attachments.

HTML

  • The body is written as raw HTML, giving full control over email layout and design.
  • Like Rich Text, the email is sent directly from CheckFlow.
  • Suitable for branded or custom-designed email templates.
  • Dynamic values can be inserted into the HTML source.

Send Mode

When the Format is Rich Text or HTML, a Send Mode dropdown controls how and when the email is sent. There are three options:

Send ModeValueBehaviour
Optional – Manual Send0The user may click Send Email at any time. Sending is optional and does not affect task completion.
Required – Manual Send1The user must click Send Email before they can mark the task as complete. A warning indicator is displayed beneath the Send button as a reminder.
Auto Send on Task Completion2The email is sent automatically the moment the task is completed. No manual action is required from the user.

Tip: Use Required – Manual Send to enforce accountability — for example, ensuring a notification email is always dispatched as part of a workflow step. Use Auto Send on Task Completion to fully automate notifications without any user interaction.

File Attachments

When the Format is Rich Text or HTML, you can attach files from File Upload controls on the same template. The attachment selector lists all available File Upload controls by name; check the ones whose files should be attached to the outgoing email.

If one or more attachment sources are selected, a note is displayed beneath the Send button in the checklist indicating how many file upload controls will contribute attachments.

Inserting Dynamic Values

Dynamic values can be inserted into any field of the Mail-To control (To, Cc, Bcc, From, Reply-To, Subject, and Body).

There are two ways to insert a dynamic value:

  1. Click the Insert Dynamic Value button ( ) to the right of the field.
  2. Type {{ anywhere inside the field.

Either approach opens a selection popup listing all available dynamic values in alphabetical order. Type to filter the list, then select the desired value. The placeholder is inserted into the field displayed as blue text wrapped in curly braces. Delete a placeholder with your Backspace or Delete key.

Adding Dynamic Values to the Mail-To Control

Dynamic values are resolved at checklist runtime:

  • Global Dynamic Values (e.g. checklist name, current user) are substituted when the checklist is first loaded.
  • Content Control Dynamic Values (e.g. values from a Short Text or Drop-Down control) are substituted as soon as the linked control's value is updated in the checklist.

Important: If a dynamic value in the To, Cc, or Bcc field cannot be resolved at send time — for example, {{current_user.email}} in a shared checklist where there is no logged-in user — the unresolved placeholder is treated as an invalid address and silently removed before sending. If the To field contains no valid addresses after this process, the send will fail with an error. Ensure that any dynamic values used in address fields will reliably resolve in all contexts where the checklist may be used.

Behaviour in the Checklist

How the Mail-To control behaves at runtime depends on the Format selected in the template.

Plain Text mode

  • All fields (To, Cc, Bcc, Subject, Body) are editable by the user before sending.
  • A Create Draft Email button opens the user's default mail client pre-populated with the field values.
  • The email is not tracked by CheckFlow; no send log is recorded.

Rich Text / HTML mode

  • The body is rendered as formatted content and is not editable by the user.
  • A Send Email button is shown. Clicking it sends the email directly from CheckFlow.
  • Depending on the Send Mode:
    • Optional: the button is available but the task can be completed without clicking it.
    • Required: the task cannot be completed until the email has been sent. A warning message is displayed below the button.
    • Auto Send: no button is shown; the email is dispatched automatically when the task is completed.
  • A Preview Email button is available in the template editor to review the rendered output before saving.
  • Each send is logged. CheckFlow uses this log to enforce the Required send mode check.

Use in the Checklist — Example

The example below shows a Mail-To control with dynamic values of both types in use. Global dynamic values are resolved when the checklist loads; content dynamic values update in real time as data is entered into the linked controls.

Mail-To Control Example in Checklist

Summary of Template Configuration Options

OptionPlain TextRich TextHTML
To / Cc / Bcc / SubjectYesYesYes
From / Reply-To—YesYes
Dynamic values in all fieldsYesYesYes
Rich text editor (formatting, images)—Yes—
Raw HTML body——Yes
Send Mode selector—YesYes
File attachment sources—YesYes
Sent directly from CheckFlowNoYesYes
Preview Email button—YesYes