This document is intended to define required steps needed to accurately enable and setup time-based automated emails. Automations are housed on the configuration page in TRACK under the company setup tab, in the far right column called “business rules”.
NOTE: This feature is kicked off based on a specific time range (for example, 3 hours after departure).
CREATING AN AUTOMATION
Click the green button with plus sign to create a new Automation.
Click the green “edit” button in the row of an existing or unused previously created automation to make changes.
Name: give your automated email a unique name, for example: falljam2019, that will make it easily identifiable.
Object: will define your automation, for example, Lead means the email will be created based on a lead.
Start/End Date: this is only used if you want this email to fire for a specified time period. Once end date has lapsed the automation will be disabled. If you want to run this every year, you will have to update the year each time.
Run Once: if checked, this email will only be sent to the contact once. If unchecked, it may fire numerous timed to the contact.
Is Active: this box is required to be checked when the automation is in use. If you want to create many and activate them as you use them that is fine, although, it is up to you to remember to go check the box and save.
Conditions: are used to define the scope (which means, “when this happens fire the email”). You can have as few or as many as you would like to assign. It is required that you have at least one time-based condition set in order for this email to fire.
ALL - If you have more than one condition to set you can restrict the trigger to only fire if each condition has been met at some point in time (meet “ALL” of the following conditions).
NOTE: all time-based conditions are housed under this section.
ANY - If you have many conditions but do not require all of them to occur to fire the email you can list them under the second row of conditions (meet “ANY” of the following conditions), the email will fire if at least one has occurred.
Perform These Actions: the last section defines the action you want to happen when conditions are met. This section also defines how you want the action to look and feel.
Action: this drop down gives you the option to send an email, survey or text message.
To: similar to outlook or gmail you must have a valid email address in order for this action to work. Click in the text field and choose “contact’. Contact information collected for this sale in Track will be used to send this email.
Subject: this is exactly like sending a regular email out of your personal email. Simply add any universal subject line you would like to type out. You can personalize it by adding a merge field (using the green “field” button with the plus sign) to populate things like reservation number, contact first name, campaign, etc.
CheckBox: Uncheck “use layout” checkbox, this will remove the standard wrap around email template that was discussed/created in the company setup configuration call.
Check the box if you plan to use plain text email. You can also insert links, logo and pictures.
*Choosing to check/uncheck the box is dependent upon how you design your email.*
Type your universal email content as any other, insert pictures and links.
Without Layout -
Use the <> button to insert your HTML source code; which will include all of your pictures, links, buttons, etc.
If you want to add any merge fields to personalize your email, click the “field” plus sign on the toolbar to select any merge field you want to input, such as: contact first name, arrival/departure dates, confirmation number, company or room information, etc.
Click save and your Automation is set.