Setting Up Your Emails

by admin,

 

To get started click settings, emails.

The emails are organized very similarly to the products and forms. feel free to create your own categories, click actions, order categories to change the order, or click and drag emails to move them between categories.

To create a new email, you would just click create new template and give it a name to get started, but today, let’s start by breaking down an existing template together. There are three things you can do with an email, clicking the pencil lets you change the title of the email template, clicking edit text lets you change the content or subject of the email, and clicking trigger lets you set it up to send out automatically.

First, feel free to adjust the subject, if you want it to be different from the template name.

Up across the top, you’ll see your standard text editing is there, hyperlinks, text formatting, and even the source if you are comfortable using HTML.

Apart from the basics, a cool feature of emails is that tokens can pull any information from the system and display it. These are the purple fields you see. To add a token, click token up at the top. You’ll be confronted with a list of your users forms, plus a special location called system fields. While adding tokens from the user forms is pretty straightforward, the system fields provide unique information about a user, and can be very useful

Now because you have a family system, you will have a parent and child version of the system fields. Clicking the parent system fields will let you include family level information, which will accumulate information from all of the sub users. Some highlights include “List of all payments made by family organization” and the “Family cart list”

In the child system fields, you can include child specific information, and some of the highlights include Child / Subunit cart list, and List of all Child / Sub-unit forms, incomplete forms appear in red, and completed forms appear in green.
In the “Application information” category, you can include the user’s status, or include their log in email.

In the Payment information category you can include a list of their payment history

In Order information, you can include a list of all the items in their cart

And in Form information, you can include a list of all user forms, incomplete forms appear in red, and completed forms appear in green.

Once you’ve added your tokens, you can click view example to see how it will look at a glance, or send an example email to yourself.

Now there are some important things you need to know about tokens. First, if a token is pulled for a user who did not answer the question, not only will the token not appear, but ANY adjacent text will be removed as well.

Click “Save and return to message management” when you’re done.

Next let’s review how to trigger an email, in case you want it send out automatically.

First choose a send from address

See that email in the middle? This is called a system email, and if configured, will become a send from/send to option for any of your admins. To get this set up, contact our support team and let them know what the system email should be.

Next, choose a send to address. This can be any email field which was included on a form, and you can cc yourself or an admin as well.

The send only once box at the bottom will be checked by default, but you can uncheck it if you want an email to go out every time the trigger conditions are satisfied otherwise it will only go out the first time they satisfy the conditions.

Now you would approach this like any other trigger, so you have a lot of flexibility. That said, the two most common triggers for emails are when a “payment is marked as approved”, or when forms are complete, and you would add every form which must be.

That said, the most common trigger for automatic emails is when child forms are completed “Form is complete”, and you would add every form that each child must fill out.

Once you’re done, you can review your triggers at any time by clicking the lightning bolt icon.

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