Form and event communications can include message conditions, which are filters that control which registrants receive a mailing. Message conditions can also make additional merge fields available in mailings when exports are added. Conditions use the same exports and filters available elsewhere in your database, and they can be added to any form or event communication regardless of its trigger.
For example, if you collect an OK to text? field on an event registration and schedule a text reminder 24 hours before the event, you can add a condition that filters for an affirmative response to OK to text?. Only registrants who opted in receive the reminder.
Adding conditions to a form or event communication
To add filters or additional exports to a form or event communication:
Go to Forms or Events.
Select a form or event, or create a new form or event.
Select Edit Communications.
Select a mailing, or create a new form mailing or event mailing.
Select Edit Conditions.
Configure the following settings:
Exclusivity Group: Select an exclusivity group, or select Other and enter a name to create a new one. The exclusivity group makes sure registrants receive only one message per trigger and group.
Group Priority: Enter the priority as a number, with 1 as the highest priority. This setting appears when you select an exclusivity group. See Exclusivity groups and priorities.
Custom Merge Fields: Select exports to use as merge fields in the message body.
Custom Filters: Add filters that determine which registrants receive the message.
Select Save.
Select Edit Message.
Build the message content. Exports added as custom merge fields are now available in the message editor.
Exclusivity groups and priorities
The exclusivity groups created in Edit Conditions are specific to the form or event. They do not appear alongside other exclusivity groups in Database → Rules.
Mailings in an exclusivity group are evaluated against the registrant's record based on priority, with 1 as the highest priority. When a registrant meets the criteria for a mailing in the group, that message is sent and no further mailings in the group are evaluated.
📝 Note
Registrants can receive multiple mailings if they meet criteria across different exclusivity groups, or if they match both a mailing inside an exclusivity group and one without a group. Exclusivity only applies in a single group.
Merge fields
Exports added as custom merge fields in Edit Conditions become available in the message editor alongside the standard system merge fields. Keep the following guidance in mind.
Empty values: If a registrant's record has no value for a custom merge field, that field renders blank in the message.
Redundant merge fields: Only add exports in Edit Conditions for fields that are not already available in the message editor. Form fields collected on the form, such as Entry Term, are already accessible as system merge fields, such as
sys-field-entry_term. Adding the same field again as a custom merge field in Edit Conditions creates a conflict that prevents the mailing from sending.
🛑 Redundant merge fields stop mailings from sending
Do not add a custom merge field for a field that is already available in the message editor. Redundant merge fields prevent the mailing from being sent.