Beyond the triggers that cause form and event communications to be sent (upon registration, some amount of time before the event, and so on), you can add message conditions based on any export and filter in your database.

Using these conditions reduces the amount of liquid markup required for form and event communications.

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Conditions can be added to all form or event communications, regardless of trigger.

Example: Opting in for text alerts

You might collect an OK to text? field on an event registration. You might then have a text reminder for the event that’s scheduled to go out 24 hours in advance.

You can add a condition to this text reminder that filters for an affirmative response to the OK to text? form field, so only registrants who have opted in to receiving texts receive the text alert.  

Adding conditions to a form or event communication

To add filters or additional exports to a form or event communication:

1. Go to Forms or Events.

2. Select a form or event, or create a new form or event.

3. Select Edit Communications.

4. Select a form or event mailing, or create a new form or event mailing.

5. Select Edit Conditions.

6. Configure the following settings:

   • Exclusivity Group: Ensures registrants receive only one message per trigger and group. Select an exclusivity group, or select Other and enter a name to create a new one.

   • Group Priority: Appears if you select an exclusivity group. Enter the group’s priority as a number, 1 being the highest. Covered in greater detail in the next section.

   • Custom Merge Fields: Select exports to be used as merge fields in the message body.

   • Custom Filters: Add filters to determine the criteria for receiving the message.

7. Select Save.

8. Select Edit Message.

9. Build out the message content. Exports added to the conditions are available as merge fields.

Exclusivity groups and priorities

The exclusivity groups created in Edit Conditions are specific to the form or event; that is, they don’t 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 being the highest.

When a registrant meets the criteria within an exclusivity group, no further mailings within that exclusivity group are evaluated, and the message for which there was a match is sent.

Keep the communication process simple. By finding ways to streamline the communications sent to form or event registrants, message conditions can be built in such a way to increase organizational efficiencies, rather than introducing an additional layer of complexity.

Multiple conditional mailings and exclusivity groups

Registrants receive the mailing each time the criteria for a mailing is met. Use caution when creating multiple conditional mailings and exclusivity groups.

For example, if the registrant meets the criteria for a mailing in an exclusivity group and also meets criteria for a mailing without an exclusivity group, that registrant receives both mailings.

Merge fields

Keep the following in mind when adding exports to the conditions of event and form communications:

Empty values

If the record does not have a value stored for a selected custom merge field, that field will appear blank.

Redundant merge fields

Redundant merge fields prevent mailings from being sent.

The exports you add in Edit Conditions should only be used for merge fields that were not initially accessible to the mailing.

For example, don’t create a custom merge field for the form field Academic Interest…

… if you collect academic interest on the form: