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Email Communications

Create and manage email campaigns to engage your audience. Send personalized messages, attach files, and automate communications based on user behavior and triggers.

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Overview

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What You Can Do

  • Send bulk emails to contact lists or segments
  • Attach files (PDFs up to 5MB total) to emails
  • Personalize content with contact properties and tokens
  • Automate sends based on triggers and workflows
  • Track performance with open rates, clicks, and conversions
  • Schedule sends for optimal timing

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Email Types

One-time Campaigns:
  • Manual sends to specific lists
  • Promotional content
  • Announcements and newsletters
Triggered Emails:
  • Automated based on user actions
  • Welcome emails
  • Prize notifications
Transactional Emails:
  • System-generated notifications
  • Entry confirmations
  • Password resets

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Creating an Email Communication

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Step 1: Access Email Editor

  1. Navigate to Communications in the sidebar
  2. Click “Create Communication”
  3. Select Email as the channel

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Step 2: Design Email Content

Email Builder:
  • Subject Line - Add personalization tokens (e.g., {{first_name}})
  • Preheader - Preview text shown in inbox
  • Body Content - Rich text editor with HTML support
  • Call-to-Action - Buttons linking to cards or external URLs
Personalization Tokens: 
{{contact.first_name}} - Contact's first name
{{contact.last_name}} - Contact's last name
{{contact.email}} - Contact's email address
Dynamic Content:
  • Show/hide content based on contact properties
  • Conditional messaging (e.g., different content for VIP members)

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Step 3: Preview and Test

Test Send:
  1. Click “Send Test”
  2. Enter test email addresses
  3. Review how personalization renders
  4. Check on mobile and desktop
Preview Options:
  • Desktop view
  • Mobile view

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File Attachments

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Overview

Attach PDF files to your email communications. All recipients receive the same attachments. Limitations:
  • File Type: PDF only
  • Total Size: 5MB maximum for all attachments combined
  • Multiple Files: Yes, multiple PDFs allowed (within size limit)
  • Same for All: All recipients receive identical attachments

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Adding Attachments

  1. In the email editor, look for the “Attachments” tab or section
  2. Click “Upload Attachment”
  3. Select PDF file(s) from your computer
  4. Files upload and appear in the attachment list
  5. Review total size (shown in interface)
Attachment Interface: 
┌────────────────────────────────────────┐
│ Attachments                            │
├────────────────────────────────────────┤
│ 📄 Annual_Report_2024.pdf   2.1MB  [X] │
│ 📄 Terms_and_Conditions.pdf 890KB  [X] │
│                                        │
│ Total: 2.99MB / 5MB limit              │
│                                        │
│ [Upload Attachment]                    │
└────────────────────────────────────────┘

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Managing Attachments

Upload:
  • Drag and drop PDF files
  • Or click to browse and select
  • Wait for upload to complete
  • Duplicate file names not allowed (rename if needed)
Delete:
  • Click X next to attachment to remove
  • No confirmation required
  • Can re-upload if needed
Size Validation:
  • System calculates total size automatically
  • Error shown if exceeding 5MB limit
  • Base64 encoding increases size ~30% (factored into limit)

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Best Practices for Attachments

Do:
  • ✅ Optimize PDFs before upload (compress images)
  • ✅ Keep total size under 3MB when possible
  • ✅ Use descriptive filenames
  • ✅ Include attachment reference in email body
  • ✅ Test download on mobile devices
Don’t:
  • ❌ Attach files larger than 5MB total
  • ❌ Use generic filenames (“Document.pdf”)
  • ❌ Forget to mention attachment in email text
  • ❌ Attach sensitive documents without encryption
  • ❌ Use attachments for images (embed in email instead)

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Use Cases for Attachments

Legal & Compliance:
  • Terms and conditions
  • Privacy policies
  • Competition rules
  • Official receipts
Marketing Materials:
  • Product catalogs
  • Brochures and flyers
  • Annual reports
  • Event programs
User Resources:
  • User guides and manuals
  • Instruction PDFs
  • Recipe cards
  • Workout plans
Prize & Coupon Delivery:
  • Voucher PDFs
  • Gift certificates
  • Tickets and passes
  • Warranty documents

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Advanced Features

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Scheduling

Send Later:
  1. Create email content
  2. Click “Schedule Send”
  3. Select date and time
  4. Choose timezone
  5. Confirm scheduling
Best Time to Send:
  • Tuesday-Thursday typically perform best
  • 10 AM - 12 PM or 2 PM - 4 PM
  • Avoid weekends for B2B
  • Consider audience timezone

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Automation & Workflows

Trigger Types:
  • Contact Created - Welcome email
  • Form Submitted - Thank you email
  • Prize Won - Congratulations email
  • Card Completed - Follow-up email
  • Date/Time - Scheduled reminders
Workflow Setup:
  1. Go to Automations > Workflows
  2. Create new workflow
  3. Add trigger (e.g., “Prize Won”)
  4. Add action: “Send Email”
  5. Select email template
  6. Configure delay (immediate, 1 hour, 1 day, etc.)
Dynamic Attachments: Currently, attachments are static (same for all recipients). For dynamic attachments per user, use:
  • Workflow actions to generate personalized PDFs
  • Link to personalized downloads instead of attachments
  • Coupon codes with unique redemption URLs

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Analytics & Tracking

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Key Metrics

Delivery Metrics:
  • Sent - Successfully sent to ESP
  • Delivered - Reached recipient inbox
  • Bounced - Failed delivery (soft/hard bounce)
  • Suppressed - Not sent (unsubscribed, blocked)
Engagement Metrics:
  • Opens - Email opened (tracked via pixel)
  • Open Rate - Percentage of delivered emails opened
  • Clicks - Links clicked in email
  • Click Rate - Percentage of opens that clicked
  • Unsubscribes - Users who opted out

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Viewing Analytics

  1. Go to Communications
  2. Select sent email
  3. Click “Analytics” tab
  4. View real-time stats
  5. Export detailed report (CSV)
Report Includes:
  • Individual contact engagement
  • Link click tracking
  • Device and location data
  • Time of open/click

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Troubleshooting

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Common Issues

“Total attached file size too large”
  • Reduce PDF file sizes
  • Use PDF compression tools
  • Remove unnecessary attachments
  • Split into multiple emails
Emails going to spam
  • Check sender reputation
  • Avoid spam trigger words
  • Use authenticated domain
  • Include unsubscribe link
  • Test with spam checker
Low open rates
  • Improve subject lines
  • Test send times
  • Segment audience better
  • Clean inactive contacts
  • Check deliverability
Attachments not downloading
  • Verify PDF isn’t corrupted
  • Check file size (mobile users)
  • Ensure mobile-friendly format
  • Test on different email clients

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Deliverability Best Practices

Technical:
  • Use authenticated sending domain
  • Set up SPF, DKIM, DMARC
  • Monitor bounce rates
  • Keep list clean
Content:
  • Balance image/text ratio
  • Avoid all-caps subject lines
  • Include physical address (CAN-SPAM)
  • Clear unsubscribe option
List Management:
  • Remove hard bounces immediately
  • Re-engage inactive users
  • Honor unsubscribe requests promptly
  • Use double opt-in for signups

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FAQ

Q: Can I attach files other than PDF? A: Currently, only PDF attachments are supported for security and deliverability reasons. Q: What’s the maximum attachment size? A: 5MB total for all attachments combined. This includes the ~30% size increase from base64 encoding. Q: Can different recipients get different attachments? A: Not directly. All recipients receive the same attachments. For personalized attachments, use workflow-generated PDFs or personalized download links. Q: Do attachments affect deliverability? A: Large attachments can impact deliverability. Keep under 3MB when possible and mention attachments in the email body so recipients expect them. Q: Are attachments scanned for viruses? A: Yes, uploaded files are scanned. Infected files will be rejected. Q: Can I track if attachments were downloaded? A: Currently, attachment download tracking is not available. Track email opens and clicks as proxy metrics. Q: What happens if email client blocks attachments? A: Some corporate email systems block attachments. Include important information in email body and note that attachment is available. Q: Can I schedule an email with attachments? A: Yes, scheduled emails support attachments. Upload files before scheduling. Q: Do attachments work with automated/workflow emails? A: Yes, you can include attachments in workflow-triggered email templates.
Need Help? Contact support@komo.tech for email deliverability assistance or attachment troubleshooting.