Triggered Emails

Triggered emails are sent automatically when a form is submitted. You can send them to the person who filled in the form, to someone on your team, or both.

Creating a Triggered Email

To set up a triggered email, go to the Form Dashboard and click Manage Triggered Emails, then click Create Triggered Email.

The Triggered Emails screen for a form, showing the Create Triggered Email button and an empty list.

When creating a triggered email, you have two optional starting points:

• I want to start by copying an existing Triggered Email — copies the content and settings from an existing triggered email, saving you from starting from scratch if you have a similar one already set up.

• I want to start by loading in content from an Email Template — loads in the content from an existing email template as the starting point for your triggered email.

Give your triggered email a Name and an optional Description, then click OK to continue.

The Create Triggered Email dialog showing the two optional starting points and fields for name and description.

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Content & Preview

After creating your triggered email, you will be taken to the Triggered Email Dashboard. Go to Triggered Email Content to set up your header fields — including To Email, To Name, From Email, From Name, Reply Email, Reply Name, Subject, and Pre-Header Text. Merge fields can be used in any of these fields.

Merge fields let you pull in values from the form submission. For Update Forms, you can also merge in database fields.

You will also need to build the body content of your email using the standard email content editor, the same one used in Mailouts and Automated Mailouts.

Attachments can be added to triggered emails, though it is generally better to host files in the UbiQuity Media Manager and link to them rather than attaching directly.

To preview your triggered email, click Preview to send a test to your inbox. For Update Forms, select a database contact from the Preview screen to see how database merge fields will appear.

Note that to fully test form field merging, you will need to actually submit the form and receive the triggered email.

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Conditions

Use Edit Conditions to control when a triggered email is sent. If no conditions are set, the email sends every time the form is submitted. For Update Forms, conditions can reference both form fields and database fields, including previous events for the contact.

The Conditions screen where you can add conditions to control when the triggered email is sent.

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Activating

When your triggered email is ready, activate it from the Triggered Email Dashboard by clicking Activate Triggered Email, and typing ACCEPT to confirm activation.

The Triggered Email Dashboard showing the Activate button in the top left corner.