This article covers email automation (Triggers) for Vuture clients who are using Salesforce integrated with Vuture via the Connector tool.

 

Note: If you have a lot of triggers running from the system on a regular basis, this may put quite a large load on your CRM, so we would recommend setting your system to refresh a maximum of once per hour by entering 1 in the relevant config.

This setting can be managed by your CSM or Vuture Project Manager in the CRM metadata tool at Admin>System>CrmManager>Crm System Config>System configs>MaxListRefreshFrequencyHrssetting

 

What are Triggers?

Triggers are the way we describe email automation at Vuture.  When setting up a workflow, you will need a Trigger (such as "on this date", for example) and an Action (such as "send an email"). 

Another example:  Using triggers you can instruct your Vuture platform to look at a list of contacts and, on a certain date, if any of those contacts meet your filtering criteria, send them an email.  This would be a Recurring Trigger.

How do I get Triggers?

Triggers are a premium feature.  If you would like to have triggers enabled, please contact your Account Manager.  They will enable them via:

"Admin.System.Triggers.Triggers Enabled" and

"Admin.System.Versions.Triggers Version 3" and

"Admin.Roles.Enable Email Triggers Version 3"

 

Where can I find Triggers?

Triggers are associated to Vuture campaigns. You can access the Triggers for a certain campaign by selecting the option in the campaign menu.

There is also a Triggers button on the menu for each page in the campaign which shows how many Triggers are related to that email or page. 

Trigger List Screen

 

When on the Triggers screen, you are presented with the list of Triggers associated with the current email campaign.

 

Trigger Commands

While still on the Trigger List screen (see screenshot above), you'll notice three buttons in the top left of the screen: Enable All, Disable All, and Process Queue.

Enable All
Start all Triggers (note that certain kinds of Triggers can only fire once, so even enabled they won't fire again if they have a history value of 1)

Disable All
Stop all Triggers

Process Queue
Process all Triggers right away without waiting for the Trigger Service. This can be used for testing. The Trigger Service is configured by your system administrator to check for Triggers periodically (default is every 5 minutes).

 

Trigger List Fields

While still on the Trigger List screen (see screenshot above), you will notice the field names for each trigger in your email campaign. 

Enabled
Shows if the Trigger is enabled or disabled

Trigger Name
Trigger's name given by its creator

Trigger
Description of the condition that has to be met for the Trigger to fire

Action
Action that will be performed by the Trigger if the conditions are met

History
How many times the Trigger has already fired.

Creating a Trigger

When you click on the New Trigger button in the triggers screen, you are sent to the Edit Trigger screen where you can create a new trigger or edit an existing one.

 

You are presented with 4 items you need to choose to create a Trigger:

Trigger Name
A name so you can easily distinguish the trigger among the others in the trigger list.  Try to ensure the name is descriptive and unique.  For example, if you want the trigger action to send an email to all contacts who RSVP'd yes, you could call the trigger "Send Confirmations to RSVP = Yes".

Enabled
Determines whether the Trigger is started or stopped.  Leave the trigger Not Enabled while you are building it.  Enable it only once you are ready.  Be aware that a recurring trigger will fire immediately it is enabled, and then recur as often as you have set it, after that.

Trigger
Defines the condition that has to be met in order for the trigger to fire; for example, the date.

Action
Action that is performed when the trigger fires; for example, Send an email.

 

There are several triggers available to automate emails, for example Date, Form Submitted, or Link Clicked.  These triggers cause an Action to be performed, for example Send an Email.  

 

Which Triggers and Actions are available for Salesforce on the Connector?

 

Trigger          Action

On Date | Send Email

Email Opened | Add to List 

Email Opened | Update Field

Email Opened | Send to Matches

Email Not Opened | Send to Matches

Email Not Opened | Update Field

Link Clicked | Send to Matches

Link Clicked | Update Field

Form Submitted | Send to Matches

Form Submitted | Redirect To

Form Submitted | Send Notification

Form Not Submitted | Update Field

Form Not Submitted | Send to Matches

Link Not Clicked | Update Field

Recurring | Send Email

Email Sent | Send to Matches

 

What is a recurring trigger?

A recurring trigger is one which "sweeps across" a mailing list, at a frequency defined by you, looking for contacts who meet the filtering criteria.  So you could instruct a trigger to look at the invitation list on a daily or hourly basis, look for contacts who have RSVP'd Yes, and if it finds any, send them a confirmation email. 
The trigger follows all usual Vuture rules, so it will not send the email to the same person twice, and it is useful in the case of adding contacts to a list later, after the initial email went out, or correcting email addresses later, once bounces have been registered.  
Warning:  Please note that when you Enable a recurring trigger it will fire once, immediately, as soon as you enable it, and then recur on the frequency as defined by you.  

 

What is Send to Matches?

"Matches" means that the email will be sent to the person who matches the email address on the mailing list you used originally.  Or, to any contact who matches the criteria such as clicked a link.  It works with the following triggers:

• Email Open
• Form Submission - prefilled forms only  *(See note below about greater than and less than)
• Link Clicked
• Email Not Opened 
• Form Not submitted 
• Link Not Clicked

Enable or Disable Triggers.  This allows you to select a date and enable all valid triggers.  This could be during your absence on holiday for example.

*Note:  When relying on a Form Submitted trigger to generate an action, it is only possible to use Greater than and Less than with integers, not with dates.  

For further information about email automation in general, please refer to this article:  https://support.vutu.re/hc/en-us/articles/360020699838-Triggers-Version-3