Email Customers via Gmail When Katana Sales Orders are Delivered

9 min setup

No coding required

Runs automatically

Send personalized delivery confirmation emails to customers the moment their Katana sales order status changes to delivered. This workflow connects your Katana manufacturing system with Gmail to ensure that customers receive timely updates about their order completion, eliminating the need for manual work from your team.

How it works

5 steps to send delivery confirmation emails to customers when Katana sales orders are fulfilled

Sales Order Delivered

App connector: [Katana](/content/apps/katana/integrate "View Katana integration page"/index.html) • Time to complete: 1 minute

Why this matters: This monitors your Katana manufacturing and inventory system for completed deliveries, ensuring customers receive timely confirmation the moment their order arrives.

When you mark a sales order as "Delivered" in Katana, this trigger captures the order details and initiates the email notification process. The workflow is set to fire immediately upon status change.

Retrieve Sales Order

App connector: [Katana](/content/apps/katana/integrate "View Katana integration page"/index.html) • Time to complete: 0 minutes (Auto-configured)

Why this matters: This gathers all the information needed to create a comprehensive delivery confirmation email with accurate customer and product details.

Pulls the complete sales order record including order number, delivery date, tracking number, and all line items.

Get List of Customers

App connector: [Katana](/content/apps/katana/integrate "View Katana integration page"/index.html) • Time to complete: 0 minutes (Auto-configured)

Why this matters: This gathers all the information needed to create a comprehensive delivery confirmation email with accurate customer and product details.

Looks up the customer record using the customer ID from the sales order to get their name, email, and delivery address.

Filter

App connector: [Filter](/content/apps/filter/integrate "View Filter integration page"/index.html) • Time to complete: 0 minutes (Auto-configured)

Why this matters: This gathers all the information needed to create a comprehensive delivery confirmation email with accurate customer and product details.

Examines each product line in the order, retrieving variant and product details for every item. This creates a complete product list with names, quantities, and prices.

Send Email

App connector: [Gmail](/content/apps/gmail/integrate "View Gmail integration page"/index.html) • Time to complete: 5 minutes

Why this matters: This determines which Gmail account sends the notifications and what customers see when they receive delivery confirmation, affecting brand perception and email deliverability.

You'll specify the Gmail address that appears as the sender and customize the email template to match your brand voice. The workflow includes a pre-built template that you can modify.

What to configure:

Sender address: Enter the Gmail address you want to use. This must be a Gmail account you've connected to MESA with proper OAuth authentication.

Email template includes:

• Subject line: "Your order {{order_number}} has been delivered!"
• Personalized greeting with customer's first name
• Order number and formatted delivery date
• Complete delivery address (street, city, state, zip)
• List of all delivered products with quantities and prices
• Tracking number (conditionally shown if available)
• Reply-to option for delivery issues

Customization options:

• Adjust greeting formality and brand tone
• Add return policy, care instructions, or loyalty program info
• Modify product display format or pricing presentation
• Include or remove tracking section based on your fulfillment process
• Add HTML formatting, logos, or brand colors

Template uses Liquid syntax for dynamic content:

• {{katana_2.order_no}} - Order number
• {{katana.delivery_date | date: "%B %e, %Y"}} - Formatted delivery date
• {{katana_1.0.first_name}} - Customer first name
• {{loop_1.items}} - Collected product names from loop
• {{katana_2.tracking_number}} - Tracking info (if provided)

Frequently asked questions

How does MESA know when a Katana order is delivered?

MESA monitors your Katana account in real-time for sales order status changes. When you mark a sales order as "Delivered" in Katana (either manually or through Katana's delivery workflows), Katana sends a webhook notification to MESA that instantly triggers this workflow. No manual synchronization or polling is required.

Can I send delivery confirmation emails from my business domain instead of Gmail?

Yes, but this specific template uses Gmail's API for email delivery. If you want to send from your business domain, you can modify the workflow to use MESA's generic email action or integrate with email service providers like SendGrid, Mailgun, or Amazon SES that support custom domain sending. These require additional configuration for domain authentication (SPF, DKIM records).

What happens if a Katana order doesn't have tracking information?

The workflow handles missing tracking numbers gracefully. The email template includes conditional Liquid logic that checks if {{katana_2.tracking_number}} exists. If tracking information is present, it displays the tracking section. If not, it shows "Tracking information was not provided for this delivery" instead. No errors occur and the email still sends with all other order details intact.

Make this template your own!

Customize this workflow even further:

• Add order review or feedback request
• Send notifications to internal team
• Segment emails by product type or customer tier
• Log delivery confirmations to a database

You're in good company

Avg. App Store rating 4.9/5

Merchant reviews 157

Avg. time saved per week 3.5 hrs