Form and event communications can include message conditions — filters that control which registrants receive a given mailing.  Message conditions also make additional merge fields available in your mailings when exports are added. Conditions use the same exports and filters available elsewhere in your database, and 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 filtering for an affirmative response to “OK to text?” — so 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:

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 mailing, or create a new form mailing 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 priority as a number, with 1 being the highest. See Exclusivity groups and priorities for details.

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

   • Custom Filters: Add filters to determine which registrants receive the message.

7. Select Save.

8. Select Edit Message.

9. Build out 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; 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 for a mailing in the group, that message is sent and no further mailings in the group are evaluated.

⚠️ 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 within 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 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 aren't already available in the message editor. Form fields collected on the form — like Entry Term — are already accessible as system merge fields (e.g., 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.