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Message Triggers

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About Message Triggers

Message triggers send out an email when a contact is added to a chosen mailing list. This email can go to any colleague you want, regardless of whether they have a Qualtrics account, or the contact themselves.

Qtip: The feature described on this page is different from the email trigger (or email task) that can be sent from inside the survey platform.

Setting Up Message Triggers

  1. Navigate to your Directories.
  2. Go to the Segments & lists tab.
    The lists section of the segments and lists tab is open
  3. Select Lists from the left.
  4. Choose a mailing list.
  5. Click List Options.
    List Options dropdown
  6. Select Manage message triggers.
  7. Click Create New Trigger.
    Blue button bottom-center of new window
  8. Determine the condition that will trigger the message. At this time, only adding a contact to a list can be used.
    image showing how to select a trigger condition and add additional criteria
  9. If desired, add additional criteria.
    Example: If someone belongs in more than one mailing list with message triggers set up, you probably don’t want multiple email alerts when they’re added to new lists. You can set criteria that specify you can only receive a notification if that user isn’t in one of your other mailing lists. See the Additional Criteria section below for more details.
  10. Click Next.
  11. Decide whether the contact will receive an email, or if another email address will.
    The options are either "send the message to the contact" or "send the message to another email address" with a space for the email to be typed
  12. Click Next.
  13. Determine whether or not to send a survey. If you select Send a survey, you will be able to select a survey, a link type, and when that link expires.
    Image shows that the option says either "do not send a survey" or "send a survey;" the second option, when selected, makes fields for survey, link type, and link expiration appear
    Qtip: If you chose to send the email to another email address in Step 11, you will not be able to send a survey.
  14. Click Next.
  15. Under Message Delay, determine how soon after the criteria happens that the email should be sent out.
    Image of the setup message section of a message trigger's menu
  16. Set a From email.
    Qtip: If you don’t see a domain you’d like to use, check out our Using a Custom From Address support page to see how you can set more custom domains.
  17. Set a From name.
  18. Set a Reply-to email.
  19. Click Next.
  20. Compose your message.
    Compose Message fields

    Attention: This email must contain an opt-out link.
  21. Click Create Trigger to finish.

Managing Existing Triggers

When you visit List Options and select Manage Message Triggers, you will be able to edit old Message Triggers. Just click on the name of a trigger to get started.

image showing how to select a previously created message trigger

Once a trigger is selected, you can click Delete Trigger at the bottom to get rid of it.

image showing the delete trigger button

Additional Criteria for Message Triggers

There’s a good chance you only want message triggers to go out in certain circumstances. For example, let’s say you want a special message to go out to customers who regularly fill out your feedback surveys. You can set a condition, called “additional criteria,” that contacts customers after submitting a certain number of responses.

Setting Up Additional Criteria

  1. Open your trigger.
  2. In the first section, Select Trigger, click Add Additional Criteria.
    image showing the add additional criteria field
  3. In the first field, decide what kind of information you’d like to filter by.
    image showing the available criteria categories
  4. Fill out the following fields according to your desired filter.

    Example: Here, I only want contacts who have received 30 or more survey invites. So my next fields say “Total Invites Greater Than or Equal to 30.”

    image showing how to set up an additional criteria condition

Available Criteria

  • Contact Info: Filter by basic contact info such as name, email, External Data Reference, Language, or Phone.
  • Embedded Data: Filter by embedded data in the directory.
    Qtip: Date fields must be set to Date Embedded Data type and be in a YYYY-MM-DD or MM-DD-YYYY format to work.
  • Mailing List: A mailing list the contact does or does not belong to.
  • Statistics: Filter by various statistics. Note that response rate is in percentages (0-100), but doesn’t require a percent ( % ) symbol.
    Statistics include created, last modified, last email, last invite received, last response, total emails, total invites, total responses, response rate, average response time, and data integrity score