WorqHat

SmartMocks Mail Automation Workflow

25th Nov 2025
Ayush Kulshreshtha
Ayush Kulshreshtha
EDTECHAUTOMATION

Ready-made WorqHat template

Launch "SmartMocks Mail Automation Workflow" as a workflow

Duplicate this recipe inside WorqHat to get the outlined triggers, nodes, and delivery logic preconfigured. Update credentials, recipients, and copy, then ship it to production.

  • • All workflow nodes referenced in this guide
  • • Structured JSON outputs for dashboards and mailers
  • • Inline documentation for faster handoffs

Get started checklist

  1. 1. Duplicate the workflow template.
  2. 2. Connect your datasource and credentials.
  3. 3. Customize content and recipients.
Launch this template

SmartMocks Mail Automation Workflow

As SmartMocks scaled from hundreds to tens of thousands of users, manual email operations became error-prone and unsustainable.

Every student action triggered a communication requirement:

  • new sign up
  • assignment allocated (Assign)
  • assignment updated (Edit-Assign)
  • interview scheduled/completed

The manual process created delays, inconsistencies, and delivery mismatches.

A single WorqHat workflow now automates all outbound mails with deterministic routing and clean personalization.

Previous State

Manual communication workflow (fragmented):

  • Individual team members sending mails from templates
  • Spreadsheet-driven recipient tracking
  • Frequent misfires ("wrong user", "missed mail", "duplicate mail")
  • High operational overhead at scale
  • No audit trail or single source of truth

Errors multiplied as SmartMocks crossed 5,000 → 10,000 → 50,000 users.

Target State

A unified WorqHat workflow handles all outbound emails programmatically:

  • REST API Trigger integrates directly with SmartMocks backend
  • Conditional routing identifies the correct mail type
  • Personalized templates render dynamically
  • Loop-based mail dispatch ensures multi-recipient accuracy
  • A single Return node logs the final delivery state

Zero spreadsheets. Zero manual intervention. Zero misrouted mails.

Workflow Architecture (4 Nodes)

1. REST API Trigger

Purpose: Expose the workflow as an API callable from SmartMocks services.

Inputs:

  • emails
  • subject
  • mailbody
  • case (sign up / Assign / Edit-Assign / Interview)

Behavior:

SmartMocks backend hits this endpoint for every user lifecycle event.

2. Switch Case

Purpose: Route execution based on the user's event type.

Cases:

  • sign up → Welcome email
  • Assign → Assignment allocation email
  • Edit-Assign → Assignment update email
  • Interview → Interview notification email

Output:

Branch-specific personalization context.

3. Mail Node / Loop Mail Node

Purpose: Generate and send the correct email template.

Modes:

  • Single Mail Node → for 1:1 events (sign up, Interview)
  • Mail Node inside Loop → for bulk assignment batches

Settings:

  • Sender Email: Configured sender email address
  • Sender Name: Configured sender display name
  • Recipient Address: From REST API (emails field)
  • CC: Optional CC recipients
  • BCC: Optional BCC recipients
  • Subject: From REST API (subject field)
  • Body: From REST API (mailbody field)

Delivery:

Uses WorqHat's integrated mail provider or SMTP configuration.

4. Return State

Purpose: Provide a structured response back to SmartMocks.

Outputs:

  • status → success / failure
  • mailType → which branch executed
  • messageId → reference for audits

Also used for internal monitoring and logging.

Detailed Node Configuration

REST API Trigger

  • Method: POST
  • Auth: API Key (recommended)
  • Schema validation: enabled
  • Retry: 2 attempts with backoff
  • Input Fields:
    • emails - Recipient email address(es)
    • subject - Email subject line
    • mailbody - Email body content
    • case - Event type (sign up / Assign / Edit-Assign / Interview)

Switch Case

Cases:

  • "sign up"
  • "Assign"
  • "Edit-Assign"
  • "Interview"

Fallback: unknown_event_error

Mail Node

  • SMTP Provider: WorqHat Mail / custom SMTP
  • Sender Email: Configured sender email address
  • Sender Name: Configured sender display name
  • Recipient Address: From REST API (emails field)
  • CC: Optional CC recipients
  • BCC: Optional BCC recipients
  • Subject: From REST API (subject field)
  • Body: From REST API (mailbody field)
  • Loop Mode: enabled for bulk dispatch
  • Tracking: open + delivery

Return Node

Response fields:

{ "status": "success", "eventHandled": "{{case}}", "recipient": "{{emails}}" }

Outcomes

  • Eliminated misrouted mails across large batches
  • Zero manual operations for 50,000+ users
  • Real-time communication for every student action
  • Predictable automation replacing spreadsheets and human checks
  • Unified delivery logic maintainable by ops teams without engineering tickets

Recommended Extensions

You can upgrade this workflow in under 10 minutes:

  • Add Slack/WhatsApp notifications for internal teams
  • Add escalation logic for failed deliveries
  • Write failed mail logs into WorqHat DB
  • Add HTML to PDF to attach scorecards
  • Add Text Gen to generate personalized feedback text

Next Steps

Use this pattern to automate any user communication pipeline:

  • onboarding
  • notifications
  • batch result releases
  • transactional updates

Consistent. Reliable. Fully auditable.

👉 Build this workflow in WorqHat and eliminate your manual mail ops forever.