Triggered Form Answer Emails

Triggered Form Answer Emails

 

How to Send a Triggered Email Based on a Form Answer During Checkout

You can set up a Triggered Email that’s automatically sent when a customer selects a specific answer to a form question during the checkout process.

For example, if your event includes meal options, the form might ask attendees to choose their preferred dish. Based on their selection, an automatic email can be sent to a coordinator or admin, informing them how many of each dish to prepare.

This type of Triggered Email works across your system and doesn't need to be tied to a specific event or product. You can create multiple versions in your database as needed.

Step 1: Create the Answer List

  1. Log in as an Administrator.

  2. Go to Settings > Assignments > Lists, then click Add New List.

  3. Enter a List Name and (optionally) a Label, then click Save.

  4. Click Add New Item to manually input each answer option.

  5. For each item, enter a Title and Value, then click Save.

  6. Repeat for all answer choices (e.g., Steak, Fish, Vegetarian).

📘 Need help? Check out the Managing Lists Help Article.

Step 2: Build the Form

  1. Go to Settings > Assignments > Forms, then click Add New Form.

  2. Enter a Title and choose the Form Type (e.g., Product Participant Form).

  3. Set Visibility to Updatable by Account 

  4. Click Save.

📘 Learn more in the Creating Forms Help Article.

 

Next, add your question:

  1. Create a Radio Button List question.

  2. Enter a Title and write your Question (e.g., “What would you like for dinner?”).

  3. Make the question Required if needed.

  4. Choose the answer list you created earlier (e.g., "Dinner Options").

  5. Set Impersonator Skip to Yes if you want admins placing orders to bypass the question.

  6. Click Save.

 

Step 3: Create the Email Message

  1. Go to Settings > Assignments > Email Messages, then click Add New Email.

  2. Enter a Title, choose the Triggered Product Participant Purchased type, then click Save.

  3. Enter a Subject and compose your Body.

  4. Use system Operators to pull data like account details, order info, or form answers into the message dynamically.

  5. Click Save when done.

Step 4: Set Up the Triggered Email

  1. Go to Settings > Assignments > Triggered Emails, then click Add New Triggered Email.

Main Fields:

  • Enter a Title.

  • Choose the Type.

  • Select the Email Message you created.

  • Set a Start and End Date (or check No End Date to keep it active indefinitely).

  • Select the Trigger Condition based on a form answer.

Send Fields:

You’ll need to create one Triggered Email per answer option.

For example:

  • One email for when a customer selects Steak.

  • Another for Fish.

  • Another for Vegetarian.

Each will notify the assigned Coordinator or Admin based on the customer's choice.

 

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