---
title: "Send custom emails when records are added, modified, or deleted"
slug: "send-custom-emails-when-records-are-added-modified-or-deleted"
updated: 2026-04-29T16:44:06Z
published: 2026-04-29T16:44:06Z
canonical: "help.quickbase.com/send-custom-emails-when-records-are-added-modified-or-deleted"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.quickbase.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Send custom emails when records are added, modified, or deleted

After creating a [custom email](/v1/docs/create-custom-emails), you choose when to send the email. There are two options:

- Send when records are added, modified, or deleted
- Set up a recurring schedule

This article explains how to send a custom email when records are added, modified, or deleted.

## Select record events

Record events are things that happen in the table that will trigger the email. There are three record events:

- Record added
- Record modified
- Record deleted

Add any combination of these events. You must select at least one record event before saving the email.

## Add more conditions

To set more specific conditions about when the email sends, select **More conditions**.

### Fields

Add specific fields that trigger the email if they are modified.

- If you do not add specific fields, the email triggers when **any** field is modified.

### Conditions

Add conditions that must be met for the email to send.

## Set bulk options

Bulk changes to your table can usually happen because of things like:

- Imports
- API calls
- Grid edits

When you select events and conditions that trigger your email, you also need to select what happens if there is a bulk edit.

The following sections give more details about each option.

**Send a single email that summarizes all changes**

Email content automatically adjusts, depending on the number of changes.

- 10 changes or fewer—details for all 10 changes are listed in a single email.
- 11-100 changes—email includes a link to a report of all the changed records. Details about the changes are not directly in the email.
- >100 changes—email includes a link to a report of records that were modified the same second the email was sent.

**Send an individual email for each change**

Quickbase sends up to 10 individual emails.

- 10 changes or fewer—Quickbase sends 10 individual emails with details about the changes.
- 11-100 changes—Quickbase sends a single email that includes a link to a report of all the changed records. Details about the changes are not directly in the email.
- >100 changes—Quickbase sends an email that includes a link to a report of records that were modified the same second the email was sent.

**Don't send any email when there is a bulk change**

Quickbase doesn't send the email if changes are made via import, API calls, or grid edits.

## Use case

Example workflow:

You have a table called **Orders**. The table includes several fields including:

- Order Status
- Sales Rep
- Order Date

You want to send an email to the assigned sales rep when the order status changes. The following sections explain how to set up that email.

**1 – Select the appropriate record events**

Because you want to send the email whenever the order status changes, select the record event **Modified**. ![Record event selector with the Modified option selected](https://cdn.document360.io/dd260e4e-10bb-4b66-8fb3-5504c272b904/Images/Documentation/26821791156756.png?sv=2026-02-06&spr=https&st=2026-10-16T02%3A26%3A12Z&se=2026-10-16T03%3A26%3A12Z&sr=c&sp=r&sig=qx5XRuOOzCc3Kj0ZR1iWYRIxCVtc7GlFBAxvSp3jqA0%3D)

**2 – Add more conditions**

You want to send the email when the **Order Status** field changes. Select **Order Status.**

Only sales reps for customers in Hawaii have asked for the update. Add this condition by selecting the field **State** is equal to **Hawaii**.

![More conditions panel showing Order Status field selected and Hawaii condition applied](https://cdn.document360.io/dd260e4e-10bb-4b66-8fb3-5504c272b904/Images/Documentation/26821784259988.png?sv=2026-02-06&spr=https&st=2026-10-16T02%3A26%3A12Z&se=2026-10-16T03%3A26%3A12Z&sr=c&sp=r&sig=qx5XRuOOzCc3Kj0ZR1iWYRIxCVtc7GlFBAxvSp3jqA0%3D)

**3 – Select your preferred bulk option**

You choose to **Send a single email that summarizes all changes**.

If there are 10 changes or fewer, the appropriate sales rep will receive a single email that summarizes all the changes.

If there are more than 11-100 changes, the sales rep will receive an email with a link to a report of all the changed records.

## Up next

[Permission checks for custom emails](/v1/docs/permission-checks-for-custom-emails)