Actions

Email

Email sends what a run found to the people who need it: one email per run with the whole list, or one email per item for alerts. Each place shows its name linked to its map page, its address, phone and website, and its fit score and reason when xMap AI scored it; a run’s email also has a link to download every field as a CSV. It sends only on real runs, under your organization’s name, with an unsubscribe link in every email.

In the editor: Sends one email per run with all the items, or one email per item. One email per item can be sent to each item’s own address, such as its contact_email field.

Settings

To

Text

Fixed addresses, separated by commas. With Send: One email per item it can also be a field of the items, such as {{contact_email}} or {{match_manager_email}}, alone or with fixed addresses: each item’s email then goes to its own address. Click a field under Fields coming in to put it here.

Separate several addresses with commas. With Send: One email per item, a field such as {{contact_email}} writes to each item’s own address. On the Free plan, people in your organization only (your company’s email domain); with a plan or a credit pack, anyone.

Needed before the flow can run.

Send

Pick one

One email with the whole list, or one email for each item that reaches the block.

  • One email per run A single email with the list (the first 50 shown) and a link to download every item as a CSV for 30 days.
  • One email per item A short email for each item, its name added to the subject. Up to 20 items a run, so it suits alerts rather than long lists.

Subject (optional)

Text

Left empty, the subject is the flow’s name. {{field}} fills from the first item (one per run) or from each item (one per item); {{count}} and {{flow}} work too.

Message (optional)

Text, several lines

The list comes below it, with a link to download every field as a CSV. {{field}} names fill in from the run, and a report from an xMap LLM block set to The whole list ({{report}}) shows at the top on its own.

What comes out

Each item that leaves the block carries these fields, to use in the blocks after it as {{field}}.

What you can put in the subject and the message

The items themselves pass on unchanged, so blocks after Email get them too.

  • count: How many items reached the block.
  • flow: The flow’s name.
  • report: The report of an xMap LLM block set to The whole list (or the name you gave it). Shown at the top on its own if the message does not use it.
  • name, city, ...: Subject only: any field of the item (one per item) or of the first item (one per run).

How to use it

Sales

New places every morning, only new

One email per run every morning: the new places, ranked, with a CSV of every field.

Healthcare

New clinics near each branch, every Sunday

A pharmacy chain wants its area managers to know about every clinic that opens near one of their branches.

Before: Managers heard about new clinics from customers, weeks later.

With the flow: Every Sunday the managers get the new clinics near their branches, scored, with phone and address.

Government and cities

Road closures in my city

The morning list of closures and roadworks, named after their streets, in one email to the operations room.

Government and cities

Each new closure to the engineer on duty

A road authority wants every new closure on its own, the moment a run finds it.

One email per item turns each new closure into its own alert, with the street in the subject.

Healthcare

Nearest ambulance to each accident

Each accident with its nearest ambulance and the distance, emailed to dispatch every hour.

Marketing agencies

A weekly note to a client, with a report on top

The report sits at the top of the email; the list and the CSV link come below it.

Logistics

Rain alert for my city

An email only on days when rain is expected, because Filter lets nothing through on dry days and an email with no items is not sent.

Real estate

Every plot a broker sends, scored

A developer’s brokers send plots through a form; the land team wants each one back as an email within minutes.

Before: Plots waited in a shared inbox until someone had time.

With the flow: Each plot arrives scored, with the count of competitors around it, while the broker is still on the phone.

Good to know

  • A test run shows what would be sent: open What it would send on the Email step to see the address, the subject and the message filled in for the first email.
  • Only real runs send: Run once, a schedule, a webhook, new rows or the API with sending on. Test runs and the editor’s preview never send.
  • Up to 10 addresses, separated by commas. On the Free plan, only people at your organization’s email domains; with a plan or a credit pack, anyone. Each organization has a daily limit for flow emails (50 on the Free plan, 300 otherwise).
  • One email per run shows the first 50 items and links to a CSV of all of them, kept for 30 days. One email per item sends up to 20 a run.
  • With To set to a field such as {{contact_email}}, each item goes to its own address. An item with no valid address there is skipped and counted in the step; an address from an item that your plan does not allow (on the Free plan, outside your organization’s domains) or that unsubscribed is skipped too.
  • An address that used the unsubscribe link, bounced or reported spam is skipped from then on, and the step says so.
  • The sender shows "<your organization> via xMap Flows" and replies go to the flow’s owner. Your organization’s logo and colour (Settings) are used in the email, and with your own email domain set up it comes from that domain.
  • With no items to send, no email goes out. Put Only new before it so people get only what is new.
  • Places from sample data are marked "Preview data" in the email.
  • Credits: 12 for each email sent.

Works well with

  • Only new: Lets through only the items this flow has not found before, so a daily flow sends only what is new.
  • xMap LLM: Tell the AI what to do in plain words.
  • Filter: Keeps only the items that match a rule.
  • Map business scan: Finds businesses on online maps live: name, category, rating, address, phone, website and whether it is open.
  • Traffic incidents: Road closures, roadworks and other incidents on online maps right now, with where they are.
  • Show on a map: Shows the results as points on a map, with the area of interest.
  • Slack: Channel-based messaging platform
  • Sort and limit: Puts the items in order, and can keep only the first ones: the 10 best rated, the 20 nearest, the highest fit scores.

Templates that use it

And 922 more in the template gallery.

Stories with it

Help articles

Guides and terms

Industries that use it

B2B sales · Retail & franchise · Restaurants & cafes · Real estate · FMCG & distribution · Marketing & agencies · Recruiting & staffing · Logistics & delivery · Government & cities · Investors & consultants · Healthcare & pharma · Hotels & tourism · Banking & lending · Energy & EV · Construction & facilities · Telecom · Automotive & mobility · Education & training · Agriculture & food supply · Fitness, beauty & wellness · Law & professional services · Media & publishing · Events & venues · Non-profits & humanitarian · Security & emergency services · Environment & climate · Ports & shipping · E-commerce & D2C · Manufacturing & industrial · Software & tech · Sports clubs & leagues · Pet care & veterinary · Home services & trades · Food delivery & quick commerce · Airports & aviation · Mining, oil & gas · Public transport · Water & waste utilities · Insurance · Fishing & aquaculture

Try it

Build a flow with Email on the home page, no account needed, or book a call. Try it live