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How to Use Email Digest in Workflows

Yeshawanth Reddy
Updated

Overview

The Email Digest feature allows recruiters, account managers, and admins to receive automated, personalized reports over the email directly from the workflows. Instead of manually exporting data periodically from the list into spreadsheets, you can now receive consolidated summaries of time-sensitive employee events—such as upcoming starts, assignment expirations, or compliance gaps—right in your inbox.

⚠️Note: Email Digest is available only for workflows that use Internal Employee as the anchor entity. Since digest emails are generated based on employee-related workflow activity, the Email Digest option is shown only for Internal Employee workflows and is not displayed for other entity types.

Step-by-Step Configuration Guide

Step 1: Add the Email Digest Block

  1. Navigate to a workflow and add an Email Node.

  1. Fill in the Necessary details and on Save and Proceed

  1. This will open the email editor.
  2. Locate the Email Digest block in the content sidebar.

  1. Drag and drop the block into your email canvas. This will display a placeholder table in your email body and open the configuration panel.

Step 2: Select Your Data Source (List)

You need to choose which list of records will populate the digest.

  1. Click Select List in the configuration panel.
  2. Search for and select a Dynamic List.

Note: You can choose a list from any entity type (e.g., a Candidate list), but the list must be in Ready to Use (Published) or In-Use status. Draft or archived lists will not appear in your search.

Step 3: Define Filter Criteria

Determine how the data should be filtered for the people receiving the email. You have two options:

  • Full List: Every recipient receives the complete, unfiltered list, regardless of whether they own the records (e.g., a VP receiving a master list of all 100 candidates placements ending this week).
  • Filter list based on recipient: Each recipient only sees the records they own or manage (e.g., a candidate owner only receives their specific 10 candidates for which they are owner).
    • Relationship Dropdown: If the system detects multiple relationship types between the recipient and the records (e.g., they are both the Recruiter and the Account Manager), a dropdown will appear asking you to choose which relationship to filter by. If only one relationship exists, it will apply automatically.

Step 4: Configure Columns

  1. Use the field picker to select the data columns you want to display. The available fields will match the entity type of the list you selected.

  1. You can select a maximum of 5 columns. If you attempt to add an 6th column, the button will be disabled to ensure the email remains readable.

  1. Drag and drop the columns to reorder them. The order you set here is exactly how they will appear in the final email.

Step 5: Preview the Digest

Before saving, the system will show you a Preview screen.

  • Important: This preview displays up to 50 sample rows drawn randomly from the full list so you can check your column formatting. It does not apply your recipient filtering rules in the preview stage.

  • You can use “Edit Design” to further customize and click on Done Editing to Save.

Step 6: Schedule the Delivery

You can control exactly when digests are sent out via the workflow scheduling settings.

  • Trigger Node: For the first node in your workflow, you can set a specific schedule (e.g., Every Monday at 8 AM).
  • Note: If you do not configure a schedule, the default setting is "Trigger Now".

What to Expect in the Inbox (Display Limits & Rules)

To ensure emails load quickly and don't break your email client, Sense applies smart display rules based on the size of the digest:

  • 0 Records (Empty State): If a recipient's personalized filter results in zero records, email is sent to them with the message mentioning “No Records Found”.
  • 1 to 50 Records: The full list is displayed directly in the email body as a scannable HTML table.
  • Above 50 Records: The email will display the first 50 rows inline. Below the table, a message will say: "Showing 50 of [Total Count] records. Download full report (CSV).". The provided CSV download link contains all records and is valid for 7 days.

Common Use Case Examples

Not sure where to start? Here are two popular ways to use Email Digests:

1. Weekly Assignment Expirations (Personalized)

  • Setup: Trigger every Monday at 8 AM using an "Expiring Assignments" dynamic list.
  • Filter: Filter by recipient.
  • Result: Admins and recruiters wake up on Monday morning to an email showing only their specific contractors whose assignments are ending soon, allowing them to proactively plan redeployments.

2. Upcoming Starts (Personalized)

  • Setup: Trigger every Friday at 5 PM using a "Starting Next Week" dynamic list.
  • Filter: Filter by recipient (Account Manager).
  • Result: Account Managers receive a customized digest of their upcoming client placements to help coordinate onboarding.

⚠️Note: There are no additional ABT events specific to the email digest. 

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