Triggered Emails

Triggered emails are sent automatically when a respondent completes your survey. You can send them to the respondent, to someone on your team, or to any email address based on conditions you set.

Setting Up the Email

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

The Triggered Emails screen for a survey, showing the Create Triggered Email button.

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.

The To Email field can be a specific address such as an internal team inbox, or a dynamic address pulled from a survey question such as the email address the respondent entered on the survey.

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. You can merge fields from the survey into the email body. If the survey was deployed via a UbiQuity email, you can also merge database fields.

Use the Insert UbiQuity Link function to add links to other surveys, forms, or events, or to include a link that lets the recipient view the respondent's survey response.

Preview your triggered email and send a test to your inbox. If you are deploying via a UbiQuity email, use the database filter in the Preview screen to select a contact and see how database merge fields will appear.

Note that active triggered emails will not send during survey preview. They will only be triggered by a live response.

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Conditions

Set conditions to control when the triggered email is sent. If no conditions are set, the email sends every time the survey is completed.

Conditions can be based on survey responses. For example, send a follow-up email to a team member only if a respondent gives an NPS score of 6 or below.

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.