Send Email (Post-Processing)
After a call, your assistant can automatically send emails — for example, a summary to your team, a confirmation to the caller, or a notification to a specific department.
How it works
- The call ends
- Nova evaluates the defined conditions
- Variables are filled with the extracted data
- The email is sent to the configured recipient
Creating an email action
Open post-processing
Open your assistant and navigate to the Post-Processing tab.
Add an email action
Click Add action → Send email.
Configure the recipient
Choose the recipient type:
- Fixed email address — e.g., info@firma.de
- From extracted variable — e.g.,
{{email}}if the caller stated their email - Automatically from the conversation — Nova detects the email address from the conversation
Compose subject and content
Use the rich-text editor for the email content:
- Formatting: Bold, italic, underlined, headings, lists
- Variables: Insert dynamic data via the variable picker
Define conditions (optional)
Define when the email should be sent (e.g., "Only if an appointment was booked").
Configure the sender
Customize the sender name and sender email address.
Available variables
Insert dynamic data into the subject and content:
| Variable | Description |
|---|---|
{{name}} | Caller's name |
{{email}} | Caller's email address |
{{phone}} | Caller's phone number |
{{appointment_date}} | Booked appointment |
{{reason}} | Caller's request |
{{caller_number}} | Caller's phone number (technical) |
{{callee_number}} | Number that was called |
{{summary}} | AI-generated summary of the conversation |
Variables are only filled when the corresponding data was captured during the call. Variables that were not captured remain empty.
Conditions
Conditions are evaluated by the AI. Write them in natural language:
- "Only if an appointment was booked"
- "Only if the caller provided an email address"
- "Only if the request was classified as urgent"
- "Always" (no condition)
Configuring the sender
| Field | Description | Example |
|---|---|---|
| Sender name | The displayed name | "Dr. Müller's Practice" |
| Sender email | The sender address | noreply@novavoca.com |
Multiple email actions
You can set up multiple email actions per assistant — for example:
- A summary to your internal team (always)
- A confirmation to the caller (only when an appointment is booked)
- An escalation to management (only for urgent matters)
Send test email
Click Send test email to receive a preview with sample data at your email address. This lets you check formatting and variable replacement.
Always test the email action with a real test call to make sure all variables are populated correctly.