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Setting Automated Triggers to Dispatch Documents (Emails, PDF, SMS)

Automated triggers refer to predefined actions that automatically initiate specific communication responses or workflows. These triggers prompt the communication system to send out pre-programmed emails, notifications, or posts without requiring manual intervention.

In Engage, any type of email, post/PDF or SMS correspondence with the donors can be done in two different ways:

  1. Action and Trigger Mechanism
  2. Outboxes

In this article, let us have a look at the action and trigger mechanism in detail.

Engage's Action and Trigger Mechanism​

Engage follows the automated rule which says, "when x happens, send email or document y to the account" and is divided into 3 parts.

  1. Trigger: A specific event which occurs for example an account is updated, or a donation is processed etc.

  2. Action: An action that is done in relation to donors, sponsorships, donations, payments, or any other kind of data that Engage collects, e.g. a donation receipt is produced and dispatched, a contact preference email is dispatched, or a new account creation notification.

  3. Template: A blueprint or draft for the PDF documents or emails which have been set up in the system.

When combining the above definitions, we can say that whenever an event "trigger" occurs, the system generates a "response action" and that response is communicated via a particular document "template". For example, when a donation is processed, Engage collects donation related data and a donation receipt is sent to the donor via an email correspondence.

Therefore, in accordance to the example:

  • Trigger is donation processed
  • Action is a donation receipt generated
  • Template is the email design
tip

For setting up triggers and their actions, ask your system administrator to do that for you. If you want to read about the process, visit the Actions Administration documentation.

In Engage, multiple documents including emails, PDF, receipts can be auto-generated via the action and trigger mechanism. A specific action can be created for a certain trigger and these documents can then be sent in bulk via printing batches or individually via outboxes for timely and proactive communication.