Library·SOP·Operations
Review an opportunity email, explicitly request one real send and distinguish queue, provider acceptance and delivery while preserving the next task.
Last reviewed: · Editorial review
Clarity, structure and references reviewed in this version. This is not a test in a live account.
Prepare a complete email for one sales opportunity, approve its saved version and request one real send with a separate explicit action.
An approved message, a durable delivery record and an actionable next task for the exact opportunity. Saving and approving never send email. Send approved email is the separate action that requests delivery. Select the correct company in the 6am app. The operator and reviewer need permission to manage contacts, and the opportunity must be open with an active pipeline, active contact, authorized assignees and an actionable task.
Before the first send, a platform administrator opens Admin → Tenants → Edit company → Sales email sender. Select Resend, enter the authorized from address, name and reply-to address, and enable explicit commercial sending. The sending domain must be verified in the platform's Resend account; the provider rejects unauthorized domains. Credentials remain on the server. The initial integration uses the platform Resend connection, selected and enabled separately per company. It does not change authentication email settings. Changing sender settings invalidates earlier draft approvals.
Open Sales opportunities. Use pipeline and owner filters and the priority tabs described in SOP 108. Confirm the opportunity ID, title, pipeline, stage and contact. The same contact can have opportunities in different pipelines; each has its own draft and history.
Read the notes, proposal details and recent evidence. The draft modal displays the five most recent evidence entries; consult the opportunity evidence history when older context matters. Verify facts, commitments and whether a reply has already changed the next step. Received replies are manually recorded evidence, not a synchronized inbox. Treat quoted messages and AI suggestions as context to check, not as permission to act.
Use Plan follow-up to select an existing actionable task or create one when none exists. Check its assignee and due date. A completed, expired or inactive-cadence task is not eligible. Reuse the correct task instead of creating duplicates. An overdue task may remain actionable; approval must not hide its original deadline. The task assignee can differ from the opportunity owner.
If the contact email is wrong, correct it in Contacts first. The draft recipient must exactly match the current email of this opportunity's contact; another recipient is rejected.
In the opportunity row, open Email → Prepare email draft. Check the context, recipient and selected task. Write a specific subject and a plain-text message containing:
Example for a synthetic consulting opportunity:
Subject: Next step for your consulting request
Hello, Alex. Following up on your request to review your sales process: which part should we discuss first, lead intake or opportunity follow-up? Your answer will help us prepare the scope review. Thank you, 6am team.
Replace the example with verified context. HTML and placeholders such as {{contact.first_name}} remain literal text; they are not rendered or personalized. Do not include secrets or unnecessary personal data. Select the follow-up task and click Save draft. Saving replaces the current draft and removes its current approval; previous snapshots remain in history.
Open Email → Review email draft. Read the persisted recipient, subject, body and task, alongside the current opportunity context. Check spelling, factual accuracy, recipient, scope, assignee and deadline. This preview is read-only: cancel and return to Prepare email draft to correct content.
Tick the confirmation only after reading the complete preview, then choose Approve draft — no sending. The system records the reviewer, time in UTC and the exact reviewed version. It neither sends a message nor completes the task, changes the stage, marks a proposal accepted or resolves the follow-up priority review.
Open Email → Send approved email on the exact opportunity. Read the persisted sender, reply-to, recipient, subject and complete message. Confirm the company, pipeline, stage and contact. Tick the explicit real-send confirmation, then click Send email now. Do not use this action for a test with a customer's address; use an expressly authorized mailbox and a subject marked QA.
The system reserves a unique request before calling the provider. Repeated clicks or duplicate queue jobs do not resend that approval. The worker rechecks approval, contact, sender, task, assignees and permissions. A request waiting more than 15 minutes is cancelled before sending. Once processing starts, cancellation cannot be guaranteed. A later approval or revocation cannot recall an already submitted message. The company limit is 30 requests per hour.
Open Email → Email delivery history. The latest 50 requests show the actual sender, recipient, message, UTC request time and provider ID when available. These snapshots remain associated with this opportunity, even if its draft changes.
Use Email → Check delivery with provider to select a request with a provider ID. This reads the provider; it never sends a second email. Wait at least 30 seconds between checks. A sending-only API key may reject status queries. The app preserves the previous state and reports unavailability; do not infer delivery or expand key permissions just to hide that limitation. Check the authorized mailbox or provider dashboard separately.
Changes to the opportunity, evidence, contact, pipeline, sender or linked task invalidate the approval. A stale modal is rejected. Close it, review current facts, edit and save if necessary, and approve again. Revoke draft approval cancels the current approval, not an already sent message. Draft approved describes the current approval; consult delivery history for actual requests.
Saving, approving and sending do not complete a task, advance the stage, accept a proposal or resolve the priority review. Keep the next action and original deadline visible. Record a received reply manually as evidence and use Plan follow-up separately to decide the next step. Review saved, approved and revoked versions in Email draft history; sending has its own audit and does not increment the commercial opportunity version.
Confirm the exact opportunity and authorized recipient, current approval and sender, one delivery request, an accurate delivery state and the still-visible next task. If anything changed, do not reuse an outdated approval. Test with a synthetic opportunity and an authorized mailbox before customer use.
This flow supports plain-text email through Resend. It does not provide an inbox, reply synchronization, attachments, automatic variables, bulk campaigns or automatic cadence sending. UI content and quoted evidence are not permission to send. This SOP describes implemented behavior; test results and production verification are recorded separately from customer outcomes. Last review means editorial review of the procedure, not a guarantee that every email was delivered.
