> ## Documentation Index
> Fetch the complete documentation index at: https://docs.plaisolutions.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Email Tool

> Send emails from agents

Email providers (such as SMTP, SendGrid, or AWS SES) are configured once at the project level, not per tool, so every agent in the project sends through the same connection. This keeps credentials centralized and makes it easy to swap providers without touching individual agents.

***

## What is an Email Tool?

An Email Tool lets you:

* ✅ Send emails from agents
* ✅ Use configured email providers
* ✅ Support dynamic recipients
* ✅ Include rich content
* ✅ Track email delivery
* ✅ Integrate with customer communications

Agent Process:

1. **Agent generates email**
2. **Calls Email Tool**
   * To: recipient
   * Subject: text
   * Body: content
3. **Email Provider sends**
4. **Email delivered**

***

## Use Cases

### Customer Support Notifications

An agent resolves a support ticket and sends a confirmation:

```
Agent Process:
1. Receives support request
2. Resolves the issue
3. Calls Email Tool to send confirmation
4. Recipient: customer email
5. Subject: "Your support ticket has been resolved"
6. Body: Issue summary and solution
```

### Order Confirmations

An e-commerce agent processes a purchase:

```
Agent Process:
1. Validates order
2. Processes payment
3. Uses Email Tool to send order confirmation
4. Recipient: customer email
5. Includes order details and tracking info
6. Sends receipt
```

### Alert Notifications

An agent detects an important event:

```
Agent Process:
1. Monitors data/metrics
2. Detects anomaly
3. Uses Email Tool to alert stakeholders
4. Recipients: admin, team lead
5. Subject: "Alert: Unusual activity detected"
6. Includes details and recommended actions
```

### Follow-up Communications

An agent initiates a workflow requiring follow-up:

```
Agent Process:
1. Completes initial task
2. Sends email with next steps
3. Includes links for user actions
4. Schedules follow-up
5. Recipient: user or team member
```

***

## Configuration

### Adding Email Tool to an Agent

<Steps>
  <Step title="Go to Agent Settings">
    Open the agent where you want to use the Email Tool
  </Step>

  <Step title="Open Tools Tab">
    Navigate to the Tools configuration section
  </Step>

  <Step title="Add New Tool">
    Click "Add Tool" and select "Email"
  </Step>

  <Step title="Configure Tool">
    * Name: Descriptive identifier (e.g., "Send Notification")
    * Description: What this tool does
    * Email provider should be configured at project level
  </Step>

  <Step title="Save">
    Email Tool is now available to the agent
  </Step>
</Steps>

### Email Provider Configuration

Email providers are configured at the **project level**, not per-tool:

1. Go to **Project Settings**
2. Find **Email Configuration**
3. Select email provider (SMTP, SendGrid, AWS SES, etc.)
4. Enter credentials
5. Verify connection

Once configured, all agents in the project can use the Email Tool.

***

## How to Use

### Email Parameters

When calling the Email Tool, agents specify:

```json theme={null}
{
  "to": "recipient@example.com",
  "subject": "Your support request has been resolved",
  "body": "We've successfully resolved your issue...",
  "cc": "supervisor@example.com",
  "bcc": "archive@example.com",
  "reply_to": "support@example.com"
}
```

### Required Fields

* **To**: Recipient email address (required)
* **Subject**: Email subject line (required)
* **Body**: Email content (required)

### Optional Fields

* **CC**: Carbon copy recipients (optional)
* **BCC**: Blind carbon copy (optional)
* **Reply-To**: Reply address (optional)
* **Attachments**: Files to attach (optional)
* **HTML Body**: Rich HTML formatting (optional)

### Dynamic Recipients

The agent can use context to determine recipients:

```
Agent Prompt Example:

"When sending an email:
1. Ask the user for their email if not provided
2. Verify email format looks valid
3. Use Email Tool with that address as 'to'
4. Confirm email was sent"
```

### Email Content Best Practices

**Subject Line:**

* Clear and specific
* Includes action or status
* Example: "Your order #12345 has shipped"

**Body:**

* Professional greeting
* Clear explanation of purpose
* Specific details (order numbers, dates, etc.)
* Call to action if needed
* Professional closing

***

## Email Tool vs Workflow Email Node

| Aspect              | Email Tool       | Workflow Email Node     |
| ------------------- | ---------------- | ----------------------- |
| **Usage**           | From agents      | In workflows            |
| **Flexibility**     | Agent-controlled | Workflow-defined        |
| **Dynamic Content** | High flexibility | Template-based          |
| **Recipient**       | Agent specifies  | Workflow specifies      |
| **Use Case**        | Agent responses  | Automated notifications |

***

## Best Practices

<CardGroup cols={2}>
  <Card title="Verify Recipients" icon="check">
    Always verify email addresses before sending
  </Card>

  <Card title="Clear Subject Lines" icon="target">
    Use descriptive subjects for easy identification
  </Card>

  <Card title="Professional Content" icon="pen">
    Keep emails clear, concise, and professional
  </Card>

  <Card title="Error Handling" icon="alert">
    Handle delivery failures gracefully
  </Card>
</CardGroup>

### Example: Support Agent Sending Confirmation

```
Agent: Customer Support Bot
Tools: Email Tool, Ticket API

Scenario: Support ticket resolved

1. Agent closes ticket
2. Gets customer email from ticket
3. Calls Email Tool with:
   - to: customer_email
   - subject: "Ticket #[ticket_id] resolved"
   - body: "Your issue has been resolved..."
4. Email sent successfully
5. Agent confirms to customer
```

### Email Template Example

```
Subject: Your Support Request Has Been Resolved

Dear [Customer Name],

Your support request (Ticket #[TICKET_ID]) has been 
successfully resolved.

Issue: [Brief description]
Resolution: [What was done]
Reference: [Ticket link]

If you have any questions or concerns, please reply 
to this email or contact our support team.

Best regards,
Support Team
```

***

## Troubleshooting

<AccordionGroup>
  <Accordion title="Email not sending">
    **Symptoms**: Email Tool executes but email doesn't arrive

    **Solutions:**

    * Verify email provider is configured correctly
    * Check recipient email address is valid
    * Review project email settings
    * Check email logs for errors
    * Verify email credentials haven't expired
  </Accordion>

  <Accordion title="Invalid email address">
    **Symptoms**: Error when sending to provided address

    **Solutions:**

    * Validate email format in agent prompt
    * Ask user to confirm email if unclear
    * Implement email verification in agent
    * Check for typos in dynamic email addresses
  </Accordion>

  <Accordion title="Email delivery delayed">
    **Symptoms**: Email takes a long time to arrive

    **Solutions:**

    * Check email provider status
    * Review email size/content
    * Check recipient's spam folder
    * Verify sender reputation
    * Review provider rate limits
  </Accordion>

  <Accordion title="Agent not calling Email Tool">
    **Symptoms**: Agent has tool but doesn't use it

    **Solutions:**

    * Add to agent prompt when to use email
    * Include examples in prompt
    * Test with explicit instruction
    * Verify tool is properly configured
  </Accordion>

  <Accordion title="Email provider errors">
    **Symptoms**: Error messages from email service

    **Solutions:**

    * Verify credentials are correct
    * Check API key or token hasn't expired
    * Review provider's rate limits
    * Ensure sender address is verified
    * Contact email provider support if needed
  </Accordion>
</AccordionGroup>

***

## Advanced Usage

### Rich HTML Emails

Send formatted emails with HTML:

```
Agent can include:
- Formatted text
- Images and logos
- Links with styling
- Tables for data display
- Colors and fonts
```

### Conditional Email Logic

```
Agent Prompt Example:

"When responding to customers:
- If issue resolved: Send confirmation email
- If escalation needed: Send to supervisor email
- If follow-up required: Send with action items
- Always include ticket reference number"
```

### Email with Context

```
Agent Process:
1. Gathers context from conversation
2. Formats email with relevant details
3. Sends to appropriate recipient
4. Logs email in conversation history
5. Confirms action to user
```

***

## Integration Examples

### Support Workflow

```
Support Agent receives ticket → 
Gathers information → 
Resolves issue → 
Calls Email Tool to confirm → 
Customer receives confirmation
```

### Order Processing

```
Order Agent processes order → 
Validates payment → 
Calls Email Tool with confirmation → 
Customer receives receipt → 
Calls Workflow for fulfillment
```

### Alert System

```
Monitoring Agent detects issue → 
Analyzes severity → 
Calls Email Tool to alert team → 
Team receives notification → 
Takes appropriate action
```

***

## Next Steps

* **[Email Tool Configuration](../getting-started/first-project.mdx)** - Set up email provider
* **[Agent Configuration](../agents/configuration.mdx)** - Add tools to agents
* **[Workflows with Email](../concepts/workflows-jobs-and-triggers.mdx)** - Use email in workflows
* **[Create Your First Agent](../../guides/first-agent.mdx)** - Get started with agents