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Send an email or a message when something happens

An event action says: when this happens, send that email. For example, when a sales rep clicks Send to client on a quote, send the email with the quote. An event action can also pass the event on to another system.

Event Actions list with the trigger and the action of each event action

Before you begin​

  • You need Backoffice access and the Configuration role. To create or delete an event action you need Owner access.
  • For an email you need an email template first. See Templates.
  • Passing an event on to another system, the type Post to Webhook, is work for a technical colleague.

Pick the trigger​

The trigger is the moment the event action reacts to. These are the ones a business uses most.

You want an email whenTrigger
A sales rep clicks Send to client on an order. A webshop usually asks for the same email after a customer places an orderORDER_SEND_CONFIRMATION
A sales rep clicks Send to client on a quoteQUOTE_SEND
A customer sends a quote requestQUOTE_SEND_REQUEST
A contact or customer gets a webshop account, or you resend the invitationSEND_INIT_PASSWORD
A contact or customer asks for a new passwordSEND_RESET_PASSWORD
A new contact or customer should get a welcomeCONTACT_SEND_WELCOME_EMAIL, CUSTOMER_SEND_WELCOME_EMAIL
A purchaser asks approval for an order above their limitCART_SEND_REQUEST_PURCHASE_AUTHORIZATION

The other triggers react to every change of a kind of record. They are meant for connections with other systems, because an email on every change soon becomes too much.

TriggerReacts when
ORDER_CREATED, ORDER_UPDATED, ORDER_DELETEDAn order or a quote is created, changed or deleted. A status change is a change
COMPANY_, CONTACT_ and CUSTOMER_ with CREATED, UPDATED or DELETEDA company, contact or customer is created, changed or deleted
ORDER_BULK, COMPANY_BULK, CONTACT_BULK, CUSTOMER_BULKMany records change at once, for example through an import
QUOTE_SEND_VALIDATIONA quote is sent to a senior account manager to check
CUSTOM_EVENTAnother system sends an event of its own, with a code

Create an event action for an email​

  1. Go to Shops & Channels > Event Actions and click New Event Action.
  2. Choose the Type Send Email. The type cannot be changed later.
  3. Choose the Event Trigger.
  4. Type a Name.
  5. Click Select email template and pick the template.
  6. Click Save.

Edit Event Action dialog of a Send Email action with its trigger and email template

The event action works from the moment you save it.

Send another email per channel​

Leave Channels empty and the event action works for every channel. Pick one or more channels and it only works for those.

Two event actions on the same trigger both go out. So with one action without a channel and one for your B2B channel, a B2B order gets both emails. Give each action its own channels when every order should get one email.

At most ten event actions work per trigger.

Pass the event on to another system​

For the technical colleague who sets this up.

  1. Choose the Type Post to Webhook and the Event Trigger.
  2. Type the Url that receives the event. It has to start with https.
  3. Under Security, type a Signature Salt, or a Basic Auth Username and Basic Auth Password. With a salt, every message carries a signature the receiver can check.
  4. Click Save.

New Event Action dialog of a Post to Webhook action with a trigger, name, code, URL and the Security fields

Code is only needed for the trigger CUSTOM_EVENT. It says which custom event the action reacts to.

Change or delete an event action​

Click a row to change an event action. To delete, tick the rows, click Delete and confirm. After a delete the email no longer goes out.