{"id":8186,"date":"2023-08-02T12:26:12","date_gmt":"2023-08-02T11:26:12","guid":{"rendered":"https:\/\/gatlabs.com\/knowledge\/?post_type=docs&#038;p=8186"},"modified":"2026-07-16T19:13:14","modified_gmt":"2026-07-16T18:13:14","password":"","slug":"send-multiple-automated-emails-to-a-specified-user","status":"publish","type":"docs","link":"https:\/\/gatlabs.com\/knowledge\/tech-tips\/send-multiple-automated-emails-to-a-specified-user\/","title":{"rendered":"Send multiple automated emails to a specified user"},"content":{"rendered":"<p><strong>GAT <\/strong><b>Flow enables<\/b>\u00a0the configuration of an email template to send to a chosen user. This can be done either by <a href=\"https:\/\/workspace.google.com\/\" target=\"_blank\" rel=\"noopener\">Google Workspace Administrator<\/a> or\/and <a href=\"https:\/\/gatlabs.com\/knowledge\/tech-tips\/gat-flow-delegated-auditor\/\" target=\"_blank\" rel=\"noopener\">GAT Flow Delegated Auditor<\/a>.<\/p>\n<p>The email&#8217;s content can be automated and will adjust according to the user affected by the workflow.<\/p>\n<p>This automation is possible by using the variables available in the <strong>Send email<\/strong> action. An Admin can automate the content of the email intended for the selected person within the domain.<\/p>\n<p>The variables utilized within the email template change based on the user that is affected.<\/p>\n<h2>Use case<\/h2>\n<p>This feature becomes useful when, for example, you move a group of users to a different organizational unit. You need to notify the appropriate person about this change. For instance, an HR member must be informed about which organizational unit is being altered for subsequent HR processes.<\/p>\n<h2>Send email action setup<\/h2>\n<p>While crafting a workflow, in the\u00a0<strong>Choose actions\u00a0<\/strong>section,\u00a0click on the\u00a0<strong>(+) button\u00a0<\/strong>(1) and then click the\u00a0<strong>Add action<\/strong>\u00a0button (2)\u00a0This will present all the available actions.<\/p>\n<p><img fetchpriority=\"high\" decoding=\"async\" class=\"alignnone wp-image-17520 size-full\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/11\/2026-06-17-13_11_31.png\" alt=\"Adding actions to a workflow\" width=\"1589\" height=\"1015\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/11\/2026-06-17-13_11_31.png 1589w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/11\/2026-06-17-13_11_31-300x192.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/11\/2026-06-17-13_11_31-1024x654.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/11\/2026-06-17-13_11_31-768x491.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/11\/2026-06-17-13_11_31-1536x981.png 1536w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/11\/2026-06-17-13_11_31-360x230.png 360w\" sizes=\"(max-width: 1589px) 100vw, 1589px\" \/><\/p>\n<p>Search for the <strong>Send email<\/strong> action and add it to the workflow (1), then double click the <strong>Send email<\/strong> action node to configure the email.<\/p>\n<p><img decoding=\"async\" class=\"alignnone wp-image-18171 size-full\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-16_43_16.png\" alt=\"Adding the 'Send email' action to a workflow\" width=\"1588\" height=\"945\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-16_43_16.png 1588w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-16_43_16-300x179.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-16_43_16-1024x609.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-16_43_16-768x457.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-16_43_16-1536x914.png 1536w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-16_43_16-360x214.png 360w\" sizes=\"(max-width: 1588px) 100vw, 1588px\" \/><\/p>\n<p>Under the Type field select\u00a0 Send to specified user option (1).<\/p>\n<p><img decoding=\"async\" class=\"alignnone wp-image-18172 size-full\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-16_57_44.png\" alt=\"Configuring the 'Send email' action\" width=\"1585\" height=\"914\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-16_57_44.png 1585w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-16_57_44-300x173.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-16_57_44-1024x590.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-16_57_44-768x443.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-16_57_44-1536x886.png 1536w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-16_57_44-360x208.png 360w\" sizes=\"(max-width: 1585px) 100vw, 1585px\" \/><\/p>\n<p>When you select the <strong>Type<\/strong>: &#8216;<strong>Send to a specified user<\/strong>,&#8217; alternative options will appear underneath:<\/p>\n<ul>\n<li><strong>Variables will refer to recipient<\/strong> &#8211; Choosing &#8216;<strong>Variables will refer to recipient<\/strong>&#8216; will result in sending a single email to the designated person. If the email template contains variables, they will reference the information specific to that user.<\/li>\n<li><strong>Variables will refer to Affected User<\/strong>\u00a0&#8211; Opting for &#8216;<strong>Variables will refer to Affected User<\/strong>&#8216; will generate multiple emails, with the quantity determined by the number of users chosen for the workflow. The variables employed in the email template will mirror the information of these selected users. <em>NOTE: This contrasts with the variables used in the email content template for the single email option mentioned earlier.<\/em><\/li>\n<\/ul>\n<p>To send multiple emails to the designated user, choose the &#8216;<strong>Variables will refer to Affected User<\/strong>&#8216; option (1). Then, select that particular user&#8217;s email address in <strong>Send to<\/strong> the field above (2).<\/p>\n<p>Note: You can select a Group&#8217;s email in the <strong>&#8216;Send to&#8217;<\/strong> field.<\/p>\n<p>Next, start to construct the email by adding its title first (3). In the next step, you can start creating an email template.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-18173 size-full\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-16_58_59.png\" alt=\"Configuring the 'Send email' action\" width=\"1586\" height=\"916\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-16_58_59.png 1586w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-16_58_59-300x173.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-16_58_59-1024x591.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-16_58_59-768x444.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-16_58_59-1536x887.png 1536w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-16_58_59-360x208.png 360w\" sizes=\"(max-width: 1586px) 100vw, 1586px\" \/><\/p>\n<h2>Email template setup<\/h2>\n<p>When you set up the above, you can create the email content according to your needs.<\/p>\n<p>Above the email configuration window (1), you can find and use all <strong>email variables<\/strong>. Moreover, you can click the gray arrow at the bottom of the variable list to expand it and view the complete list of variables along with their availability.<\/p>\n<p>Now, you are ready to construct an email template and use email variables for the full automation of this action (2).<\/p>\n<p>You can easily apply variables to the email Content field by clicking on it. Additionally, clicking on a variable will populate the body of the email with the name of that variable.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-18174 size-full\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-17_42_11.png\" alt=\"Send email configuration and template variables\" width=\"1430\" height=\"1568\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-17_42_11.png 1430w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-17_42_11-274x300.png 274w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-17_42_11-934x1024.png 934w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-17_42_11-768x842.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-17_42_11-1401x1536.png 1401w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-17_42_11-360x395.png 360w\" sizes=\"(max-width: 1430px) 100vw, 1430px\" \/><\/p>\n<h3>Preview an email<\/h3>\n<p>To see the real example preview of the constructed email, simply click on the &#8216;<strong>Show Preview<\/strong>&#8216; button. You can preview the content of the email, by selecting the user from the auto-populated list and the variables used in the email body are fulfilled with the user&#8217;s information.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-18175 size-full\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-17_45_24.png\" alt=\"Send email option to show preview with variables applied for the specific user\" width=\"1429\" height=\"1554\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-17_45_24.png 1429w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-17_45_24-276x300.png 276w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-17_45_24-942x1024.png 942w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-17_45_24-768x835.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-17_45_24-1412x1536.png 1412w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-17_45_24-360x391.png 360w\" sizes=\"(max-width: 1429px) 100vw, 1429px\" \/><\/p>\n<p>Finally, when everything is ready, the workflow can then be sent for review to the Security Officer by clicking on the &#8216;<strong>Send approval request<\/strong>&#8216; button.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-18177 size-full\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-18_18_32.png\" alt=\"Send approval request\" width=\"1589\" height=\"791\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-18_18_32.png 1589w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-18_18_32-300x149.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-18_18_32-1024x510.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-18_18_32-768x382.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-18_18_32-1536x765.png 1536w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-18_18_32-360x179.png 360w\" sizes=\"(max-width: 1589px) 100vw, 1589px\" \/><\/p>\n<h2>Results<\/h2>\n<p>After the Security Officer approves the workflow, the system will execute the job and send multiple emails to the designated user.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-18178 size-full\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-18_43_57.png\" alt=\"Workflow emails\" width=\"1102\" height=\"297\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-18_43_57.png 1102w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-18_43_57-300x81.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-18_43_57-1024x276.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-18_43_57-768x207.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-18_43_57-360x97.png 360w\" sizes=\"(max-width: 1102px) 100vw, 1102px\" \/><\/p>\n<p>Each email pertains to an individual user selected for this workflow. Furthermore, in line with the examples provided above, we received 6 emails, aligning with the number of users selected for the workflow illustration.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-18181 size-full\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-18_46_16.png\" alt=\"Email to user\" width=\"1089\" height=\"322\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-18_46_16.png 1089w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-18_46_16-300x89.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-18_46_16-1024x303.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-18_46_16-768x227.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-18_46_16-360x106.png 360w\" sizes=\"(max-width: 1089px) 100vw, 1089px\" \/><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-18180 size-full\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-18_44_49-1.png\" alt=\"Email to user\" width=\"1090\" height=\"401\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-18_44_49-1.png 1090w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-18_44_49-1-300x110.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-18_44_49-1-1024x377.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-18_44_49-1-768x283.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2026-07-16-18_44_49-1-360x132.png 360w\" sizes=\"(max-width: 1090px) 100vw, 1090px\" \/><\/p>\n<h2>Relevant posts<\/h2>\n<ul>\n<li><a href=\"https:\/\/gatlabs.com\/knowledge\/tech-tips\/sending-email-variables-with-gat-flow\/\" target=\"_blank\" rel=\"noopener\">Personalize Mass Emails to Domain Users in GAT Flow<\/a><\/li>\n<li><a href=\"https:\/\/gatlabs.com\/knowledge\/tech-tips\/bulk-onboard-students\/\" target=\"_blank\" rel=\"noopener\">Assigning Students to Different Organizational Units when Bulk Onboarding them via GAT Flow<\/a><\/li>\n<li><a href=\"https:\/\/gatlabs.com\/knowledge\/tech-tips\/bulk-onboard-students\/\" target=\"_blank\" rel=\"noopener\">GAT Flow: Creating a Workflow<\/a><\/li>\n<li><a href=\"https:\/\/gatlabs.com\/knowledge\/tech-tips\/bulk-onboard-students\/\" target=\"_blank\" rel=\"noopener\">Assigning Students to Different Organizational Units when Bulk Onboarding them via GAT Flow<\/a><\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>GAT Flow enables\u00a0the configuration of an email template to send to a chosen user. This can be done either by Google Workspace Administrator or\/and GAT Flow Delegated Auditor. The email&#8217;s content can be automated and will adjust according to the user affected by the workflow. This automation is possible by using the variables available in [&hellip;]<\/p>\n","protected":false},"author":11,"featured_media":8347,"comment_status":"open","ping_status":"closed","template":"","meta":{"footnotes":""},"doc_category":[23],"glossaries":[],"doc_tag":[27],"class_list":["post-8186","docs","type-docs","status-publish","has-post-thumbnail","hentry","doc_category-email-audit","doc_tag-gat-flow"],"year_month":"2026-07","word_count":675,"total_views":"1151","reactions":{"happy":"0","normal":"0","sad":"0"},"author_info":{"name":"Monika","author_nicename":"monika","author_url":"https:\/\/gatlabs.com\/knowledge\/author\/monika\/"},"doc_category_info":[{"term_name":"Email Audit &amp; Management","term_url":"https:\/\/gatlabs.com\/knowledge\/tech-tips-category\/email-audit\/"}],"doc_tag_info":[{"term_name":"GAT Flow","term_url":"https:\/\/gatlabs.com\/knowledge\/tech-tips-tag\/gat-flow\/"}],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v28.1 (Yoast SEO v28.1) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Send multiple automated emails to a specified user - GAT Knowledge Base<\/title>\n<meta name=\"description\" content=\"GAT Flow allows configuring an email templates. 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