Triggered Product Data

Triggered Product Data

Overview

You can create Triggered Emails to be fired when Product Data changes. For example, if you are using Product Statuses, you can send an email your customers when the status of an Event changes. Another example is to send an email to customers, Coordinators, and Admins when the Location changes. This type of Triggered Email is sent virtually instantaneously. 

Creating the Email Message
Login to the Administrative side of your database, and navigate to Settings --> Assignments --> Email Messages. Click to Add New Email. Input a Title, choose the type Triggered Product Data, and click the "Save" button.
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You can now begin to compose your Email Message. Input a Subject, and add text to the Body. You can use plain text, and you can use Operators. Operators read data from the system that is relevant to the Order, Account, Participant, or Product, and input that data into the email. For example, if you are creating a message about Product Statuses, then the "Public Product Statuses" Operator. To add an Operator, click it. Operators in the Body are formatted with a green text color. Click to make it "Active", and click the "Save" button when you are done. 
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Creating the Triggered Email

Navigate to Settings --> Assignments --> Triggered Emails. Click the "Add New Triggered Email" button.  
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Main Fields

Input a Title, choose the Type, select your Message, choose the date range that the Triggered Email will be used, and choose what will trigger the sending of the Email Message. If you want the Triggered Email to not expire, you can select No End Date. 
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Data Fields

Choose the Data Field that will be used to trigger the email. In this example, we are using Public Status.
 
Note: The Quantity Available field is calculated off the Product's Available field. It is not calculated off the Product's Remaining field. So, if for example you are running a trigger off the Quantity Available field using the "Changed" comparison, and if a customer purchases a product (or if a product is refunded and removed), then an email will NOT be sent. Emails will only be sent if an administrator changes the Available field on the product.

Comparisons

Choose the Comparison. Based on the type of Data field, you will have different Comparison options.  For Public Status, you can have a Comparison of "Changed", which means that any time the data changes, it will trigger the email. You can also have "Equal To". This will cascade a Value field. In this example, the email will trigger when the Public Status field is set Equal to "POSITIVE". For numeric fields, you may also use Boolean Operators, such as greater than and less than.

Recipients

Choose the Recipients. You can send to customers (Accounts or Participants); Admins; or Coordinators. Note, if you choose Participants, and there is no email address on the Participant record, then it will send to the Account holder as backup.

Options

There are a few options for you to consider.

  • Display a verification modal prior to sending the email: This displays a warning modal upon saving a Product. It warns that a trigger has been activated, and asks for confirmation whether the email should be sent.
  • Do not send the email if the product is inactive: This disables triggers on inactivated Products.
  • Do not send the email on the initial save of the product: This disables triggers on the initial save of a Product, so that emails are not sent when the Product has not truly "changed".

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Assigning the Triggered Email to the Product

Navigate to your Product, click on the Assignments tab, select Triggered Emails, and drag it to the Assigned Column.
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