Email composer

The email composer creates and sends an email from a record, using your organisation's configured email integration. It opens from valuations, projects, quotes, and requests, as well as from an invoice raised on a valuation or project, and records every message it sends on the originating record's event log.

Availability

The composer opens from a record. The entry point determines what is pre-filled when it appears.

Open it from	Available on	What is pre-filled
Send email in the Actions menu	Valuations, projects	A default subject, no recipients
Send email on a quote	Quotes	A default subject built from the property address, no recipients
Send email in the form header	Requests	The record's contacts
The envelope on a contact	Valuations, projects, quotes, requests	The selected contact
The Send invoice button on an invoice	Valuations, projects	The billing contact, with the invoice attached

When email templates are enabled and a template exists for the record type, the Send email Actions menu path offers template selection before the composer opens.

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Sending email requires the Send email permission, the email integration feature, and email enabled for your organisation.

Sender

The From address is read-only. It shows your organisation's configured sending address and display name, set by the email integration, and cannot be changed for an individual message.

Recipients

The Recipient(s) field accepts one or more addresses and is the only required address field. Its options are drawn from the record and your organisation.

Source	Description
Record contacts	Contacts on the record that have an email address.
Internal roles	Users assigned to the record, each labelled with their role. Valuations and projects list the valuer, supervising valuer, assignee, additional valuers, and signatories. Quotes list the quoter, valuer, assignee, additional valuers, and signatories. Requests have no role-based contacts.
You	Your own account, labelled Me.
Company contacts	Contacts saved against your organisation.

Reply-to, cc, and bcc

Three toggle buttons above the recipients reveal optional address fields.

Reply-to addressToggle

Directs recipient replies to a chosen address

When enabled, a Reply-to field appears. Its options include your own address, your organisation's address, and the reply-to address set in your account settings. On valuations and projects, the record's role-based contacts are also offered. When disabled, replies go to the sender address.

ccToggle

Copies additional recipients visibly

When enabled, a Cc field appears with the same recipient options as the main list. Cc recipients are visible to everyone on the email. When disabled, no cc recipients are sent.

bccToggle

Copies additional recipients privately

When enabled, a Bcc field appears with the same recipient options as the main list. Bcc recipients are hidden from other recipients. When disabled, no bcc recipients are sent.

Adding a recipient

Add recipientAction

Includes a contact not already in the list

Click the button to open the 'New email recipient' dialog. Search finds an existing contact by name; Enter manually takes a name and email address directly. When cc or bcc are enabled, choose whether the new recipient is added to the recipients, Cc, or Bcc.

Sensitivity label

A Sensitivity label classifies the content of the email. A default label is applied automatically when your organisation has configured one. Only visible when sensitivity labels are enabled for your organisation.

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When your organisation requires a sensitivity label, the email cannot be sent until one is selected.

Managing sensitivity labels

Sensitivity labels are configured in Settings | System, under Email integration. Enabling sensitivity labels there reveals a Manage sensitivity labels button, which opens the label list.

Require sensitivity labels on emailsToggle

Makes selecting a label mandatory before sending

When enabled, a sensitivity label must be selected before an email can be sent. When disabled, selecting a label is optional.

Site IDInput

Aligns labels with your Microsoft Entra tenant

Enter your organisation's Microsoft Entra tenant ID to get the most out of sensitivity labels.

The label list shows every label and sublabel in priority order, refreshed using the button. Drag a row to reorder it. Reordering is disabled while a sort or filter is active.

Creating or editing a sensitivity label

Click + New label, or right-click an existing row and choose Create new label or Create new sublabel, to open the label editor. Double-click a row to edit it.

Field	Description
Name	The label's name within VOW.
Display name	The name shown to recipients in Outlook. Matches Name unless changed separately.
Description	An internal description of the label's purpose, shown only within VOW.
User tooltip	The text shown to recipients in Outlook when they hover over the label. Required.
Colour	The colour used to display the label. Inherited from the parent label when the label has one.
Active	Whether the label is available for selection.
Default label for new emails	Whether this label is pre-selected when composing a new email.

This is a parent label (group)Toggle

Groups related sublabels together

When enabled, the label acts as a group and cannot be applied to an email directly. When disabled, the label can be assigned a parent and applied to emails.

Parent labelInput

Nests the label under a group label

Assigns the label as a sublabel of the selected parent. A sublabel inherits its parent's colour and cannot itself be a parent.

Apply content marking to emails using this labelToggle

Stamps header or footer text onto the email

When enabled, separate toggles add header and footer text, each with its own text field, and a preview shows how the email will appear. When disabled, no marking is applied.

Click Save to save the label.

DeleteAction

Removes a label permanently

Right-click a row and choose Delete label, Delete sublabel, or Delete parent label depending on the row's type. This cannot be undone. A parent label cannot be deleted while it still has sublabels, and deleting the default label requires a new default to be set manually afterwards.

Message content

The message body is composed in a rich-text editor, with a required subject line above it.

Subject

The Subject is required. It supports template fields, which are replaced with values from the record when a template is applied.

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If the subject still contains template fields in double braces (``) that could not be filled from the record, the email cannot be sent until they are resolved.

Formatting toolbar

The toolbar above the body applies rich-text formatting.

The following table describes each control available in the toolbar, in the order they appear.

Control	Description
Undo / Redo	Steps backwards or forwards through recent edits.
Text style	Applies Heading 1, Heading 2, Heading 3, or Normal text.
Font size	Sets a specific size, or increases and decreases the current size.
Bold, Italic, Strikethrough, Underline	Character formatting marks.
Text colour	Sets or clears the colour of the selected text.
Highlight	Applies or clears a highlight colour behind the text.
Clear formatting	Removes all marks from the selection.
Alignment	Aligns text left, centre, right, or justified.
Indent / Outdent	Increases or decreases the indent of a paragraph.
Bulleted list / Numbered list	Starts or toggles a list.

Links, tables, and images

Insert imageAction

Embeds an image in the message body

Click the button and choose an image file. The image is embedded directly in the email body and can be resized after insertion.

Insert tableAction

Adds rows and columns to the body

Click the button to insert a table with a header row. When the cursor is inside a table, the toolbar shows controls to delete the table, add or remove rows and columns, merge or split cells, and toggle the header row and column.

Insert linkAction

Turns selected text into a hyperlink

Select text and click the button to set the link text and location. Only https and mailto links are accepted. Clicking an existing link shows a menu to edit, open, copy, or remove it.

Template fields

Template fields are data placeholders that pull values from the current record into the email body (for example, a job name, address, or inspection date from a valuation). Each field displays its current value inline as you compose, so you can see exactly what the recipient will receive.

The Template fields panel on the right lists the fields available for the current record type. Drag a field from the panel into the body to insert it, or type @ in the body to search for and select a field from a pop-up list. The Replace variable with text toolbar action converts a selected field into its current plain-text value.

Template fields are available for valuations, projects, quotes, and requests.

Email attachments

The Email attachments section on the right lists files that can be attached from the record.

Item	Description
Report	The record's report document. When no document exists yet, a draft is generated and attached as the email is sent. Valuations and projects only.
Invoices	Invoices on the record. Indicators show when an invoice's attachment has not been generated yet or is outdated. Valuations and projects only.
Attachments	Files attached to the record.

Signature

The Signature field selects the signature appended to the email. My signature is available when you have set one in your account settings; Company signature is always available. When you have not set a personal signature, only the company signature is offered.

See My Settings to set your personal email signature.

Using a template

Click Select template to apply a template to the email. The selection dialog lists active templates for the record type. Choose one and click Use template, or click Blank email to start from scratch. Applying a template fills the recipients, subject, body, signature, and reply-to, cc, and bcc fields according to the template's configuration, and applies the template's sensitivity label when sensitivity labels are enabled.

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Applying a template can replace recipients you have already added. When that would happen, a 'Recipients changed' confirmation appears before the template is applied.

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Templates are only offered when email templates are enabled for your organisation. See [Email templates](../systemadmin/email-templates.md) for creating and managing them.

Sending the email

Click Send to send the email. Before sending, the composer checks that a subject is present, at least one recipient is added, a sensitivity label is set when your organisation requires one, and the body is not empty. Click Cancel to discard the message.

Once sent, the email is recorded on the record's event log, and any invoices attached to it are marked as sent.

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Every email sent from a record is saved to that record's event log.

See Sending emails for a step-by-step walkthrough.