Email Notifications Setup
Marcus Johnson
Integration Specialist
Marcus specializes in systems integration and notification workflows, with experience across multiple communication platforms.
In this article
Introduction
Email notifications are a convenient way to stay informed about calls handled by PhoneShield. This guide will help you set up and customize email notifications so you can receive timely updates about calls, messages, and important events.
Integration Benefits
Email notifications work alongside your PhoneShield dashboard to keep you informed about calls and messages even when you're away from your computer. They provide a reliable way to track communication history and ensure you never miss important information.
Why Use Email Notifications?
Before setting up email notifications, it's helpful to understand their benefits:
Timely Updates
Receive immediate notifications when someone calls your PhoneShield number:
- Get notified as soon as calls come in
- Stay informed even when away from your dashboard
- Configure notification timing to suit your needs
- Never miss important calls again
Call Summaries
Get detailed AI-generated summaries directly in your inbox:
- Concise overview of call purpose and content
- Caller information and contact details
- Action items identified by the AI
- Priority level assessment
Universal Access
Email works everywhere, making it easy to stay informed:
- Access on any device with email support
- No need to install additional apps
- Automatic syncing across all your devices
- Easy to search, archive, and reference later
Perfect For
Professionals who want to stay on top of important calls without constantly checking their dashboard
Small business owners who need to prioritize follow-ups
Teams that need to share call information across members
Anyone who wants an accessible record of calls and messages
Setting Up Email Notifications
Follow these steps to configure email notifications for your PhoneShield account:
- Navigate to Integrations in your dashboard
Access your PhoneShield dashboard and find the Integrations section.
- Find the "Email" integration card
Look for the Email card among the available integration options.
- Click the "Connect" button
This will open a configuration modal for email settings.
- Enter your preferred email address
This can be different from your PhoneShield account email if desired.
- Customize the email subject template (optional)
Create a custom format for your email subject lines using template variables.
- Choose whether to receive emails in HTML format
HTML format is recommended for rich formatting and better readability.
- Click "Save Configuration"
Your email integration is now set up and will begin sending notifications.
Pro Tip
You can use a different email address than the one used for your PhoneShield account. This is useful if you want to send notifications to a dedicated email or to an assistant.
Customizing Email Templates
PhoneShield allows you to customize your email subject line and content using template variables:
Available Variables
{{callerName}}Name of the caller{{callerNumber}}Phone number of caller{{callTime}}When the call was received{{callDuration}}Length of the call{{callPurpose}}Purpose identified by AI{{summary}}AI-generated call summaryExample Subject Templates
Call from {{callerName}} at {{callTime}}PhoneShield: {{callPurpose}} - {{callerName}}[{{callDuration}}] Call Summary: {{callerName}} ({{callerNumber}})HTML Email Benefits
Enabling HTML emails allows for richer formatting, including colored text for sentiment analysis, clickable phone numbers, and better-structured call transcripts.
Notification Types
PhoneShield sends different types of email notifications depending on the call context:
Missed Call Notification
Sent when a caller hangs up without leaving a message. Includes caller information and any details the AI was able to gather during the brief interaction.
Subject: Missed Call from John Smith at 2:15 PM
Contents: John Smith (555-123-4567) called but disconnected after 25 seconds. The AI determined they were calling about a product inquiry. No message was left.
Voicemail Notification
Sent when a caller leaves a voice message. Includes a link to play the audio, a transcript of the message, and AI analysis of message content and urgency.
Subject: Voicemail from Sarah Johnson - Urgent Question
Contents: Includes audio player, transcript of the message, and the AI's assessment of urgency and topic.
Call Summary Notification
Sent after the AI has a conversation with the caller. Includes a detailed transcript, AI-generated summary, identified action items, and caller's contact information.
Subject: Call Summary: Technical Support - Michael Brown
Contents: Full transcript and summary of the technical issue discussed, along with suggested next steps and priority level.
Scam Warning Notification
Sent when PhoneShield identifies a potential scam call. Includes details about the suspected scam type, risk level, and actions taken by the AI to protect you.
Subject: ⚠️ Scam Alert: PhoneShield Blocked Suspicious Call
Contents: Details about a suspected tech support scam that was identified and blocked, including the number and scam indicators detected.
Advanced Configuration
For power users, PhoneShield offers advanced email configuration options:
Email Filtering
To easily organize PhoneShield emails in your inbox, set up filters in your email client:
- Create a filter for emails from
notifications@phoneshield.ai - Direct these emails to a dedicated folder like "PhoneShield Calls"
- Optionally set priority or color-coding based on subject line patterns
Multiple Recipients
If you need to send notifications to multiple email addresses:
- Set up email forwarding rules in your email client
- Create a distribution list or group in your email service
- Use a shared mailbox that multiple people can access
Integration with Email Automation
Create advanced workflows by integrating with automation tools:
- Use email parsing services to extract data from notifications
- Trigger actions in tools like Zapier or IFTTT
- Automatically add call information to your CRM
Troubleshooting
If you encounter issues with your email notifications, here are some common solutions:
Not Receiving Emails
- Check your spam or junk folder
- Add
notifications@phoneshield.aito your contacts or safe senders list - Verify the email address in your PhoneShield integration settings
- Ensure the Email integration shows as "Connected" in your dashboard
Template Variables Not Working
- Ensure variables are properly formatted with double curly braces:
{{variable}} - Check that you're using supported variable names (listed above)
- Make sure there are no spaces between the braces and variable name
HTML Formatting Issues
- If HTML emails appear plain or unformatted, check if your email client supports HTML
- Try disabling and re-enabling the HTML option in your integration settings
- Some email clients may strip certain HTML elements for security
Support Contact
If you continue to experience issues with email notifications after trying these solutions, please contact PhoneShield support at support@phoneshield.ai for assistance.
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