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Emails and notifications

Emails & notifications controls every email Brain sends: the messages your clients receive, such as quotes, contracts, assessments and privacy replies, and the internal alerts for your team. You find it under Brain > Settings > Automations & AI > Emails & notifications.

The page has four parts: Templates, Notification rules, Sender rules and the Delivery log. Emails go out through the SendGrid or SMTP connection you set up in Connections.

Caution
Without an email connection, client emails are only logged, not delivered. The page warns you with No email provider connected.

Read the templates list

ColumnWhat it shows
TemplateThe name of the email.
CategoryThe area it belongs to.
TriggerWhat makes Brain send it.
SourceCatalog (the text that comes with Brain), Catalog · customized (you changed it) or Custom (your own template).
StatusActive or Disabled.
Sent (30d)How many were sent in the last 30 days.
Last sentWhen the last one went out.

Edit an email template

Steps

  1. In Nucleo, go to Brain > Settings > Automations & AI > Emails & notifications.
  2. In Templates, click the template.
  3. Optional: change the Description, which says when the template is used, and the Sender. Leave Default sender to use your connection's address.
  4. Edit the Subject and the Content. To add a variable, such as the client's name, click it under Variables (click to copy): and paste it where you need it.
  5. Click Save.
  6. Check the Preview, rendered with sample data. Click Refresh after saving to see your changes.
  7. Optional: in Send a test, enter an address, or leave it empty to send the test to yourself, and then send it.

Your content is wrapped automatically in the shared layout, with your organization's header and footer. To stop Brain from sending an email, turn off Active.

To go back to the original text of a catalog template, click Reset to catalog, and then Reset. Your customized subject and content are discarded.

Create your own template

Steps

  1. In Nucleo, go to Brain > Settings > Automations & AI > Emails & notifications.
  2. Click New template.
  3. Enter a Name and a Category, and optionally a Subject (optional).
  4. Click Create. The editor opens.
  5. Write the subject and content, and then click Save.

To delete a template of your own, open it and click Delete template. Sent emails stay in the delivery log.

Choose who receives an internal alert

Notification rules lists the internal alerts, such as a contract about to expire or a new chat message, with their category, severity (Info, Warning or Critical), channels and recipients.

Steps

  1. In Nucleo, go to Brain > Settings > Automations & AI > Emails & notifications.
  2. In Notification rules, find the alert.
  3. Under Channels, switch the bell and the email on or off.
  4. Under Recipients, click the current recipients to change them.
  5. In Roles, tick Owner, Admin or User. Roles update automatically as your team changes.
  6. Optional: in Extra addresses, add other addresses, one per line, such as an external IT provider.
  7. Click Save.

To stop an alert altogether, turn off Active on its row.

Note
Brain doesn't send one email per alert. Each person receives one morning brief with everything waiting for them. Only critical alerts also send an email the moment they happen. See Notifications.

Choose the sender of a template

Sender rules decide which From address each template uses. Without a rule, the connection's default address applies.

Steps

  1. In Sender rules, click Add.
  2. In Template, pick one template, or Default (all templates).
  3. Enter the From address, the From name and, optionally, the Reply-to.
  4. In Priority (lower wins), enter a number. When several rules match a template, the one with the lowest number wins.
  5. Click Save.

To remove a rule, click the remove icon on its row, and then Confirm.

Check the delivery log

The Delivery log shows the last 100 sends, client emails, internal alerts and tests, with the template, recipient, subject, provider, status and time. Use Search sends to find one.

StatusWhat it means
sentThe provider accepted the email.
failedThe provider refused it. Check the address and your email connection.
queuedWaiting to be sent.
loggedRecorded but not delivered, because no email connection is set up.
skippedNot sent, for example because the template or the alert's email is turned off.

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