Our Platform. Your Vision.

Search

Email Automations

To set up email automations, navigate to Manage > Notifications > Email Automations.

From there, you can create automated emails that are triggered by specific Customer Segments. The trigger criteria are defined within each individual email automation.

 

Send Time

Email Automations are sent between 12:00 AM and 6:00 AM local time. Please note that a specific send time cannot be set.

For organizations with locations across multiple time zones, emails will be sent within a shortened window during the 12:00 AM–6:00 AM period, based on when all facilities are closed.


Send From 

Email Automations are sent from the customer’s home facility, as defined in their customer record. This is the facility listed in the top section of the customer’s profile (Big Edit Menu) and also visible in the Customer Search grid.

 

Configure Email Automations

Create New Email Automation and Configure.

Properties Tab

  • Name and Group are internal identifiers

  • Facilities let you define which facility this should send from. Emails are sent by customer Home Facility (Update specific customer via Big Edit on their Customer Record)

  • Ignore Do Not Mail will ignore the toggle on their Customer Record

  • Add Unsubscribe Link: When enabled, an unsubscribe link will be included in the email. If a customer clicks the link, their Do Not Mail setting will be automatically enabled in RPHQ.
    We HIGHLY RECOMMEND YOU LEAVE THIS ON - see CAN-SPAM Act

  • Prevent Duplicate Emails: When enabled, this setting ensures that each customer receives the email only once, even if the segment is misconfigured to trigger daily. This helps prevent duplicate emails from being sent to the same customer.

Email Content Tab

Create the email content to be sent.

There are 3 creator options for building your email:

    • Standard option

    • Enhanced Email Builder

    • SendGrid Templates: If you have existing templates built, you can use them here. However if you edit the template in SendGrid, you must refresh within the email automation for your SendGrid changes to be reflected.

 

Segment Builder Tab

Build segments to define who should be emailed. See here for example segments for email automation.


Send Preview Email

On the Email Content tab, go to the Preview tab below the title.

The email preview will default to the customer highlighted in pink, and it will send from that customer’s home facility. To preview the email as it would appear for a different location, simply change the selected (pink) customer.

Enter any customer email address to send a preview of the email. Keep in mind that the test will be sent from the home facility of the customer highlighted in pink, regardless of any facility settings configured on the Properties tab.

 

Simulate Automation: Preview Expected Send List

Simulate Tab

Expand the Automation row and click Generate to create a grid of who would be sent this email.

This will show who would have been sent under conditions based on TODAY, which would have sent already between 12:00 AM–6:00 AM.

  1. Expand the Filter

  2. Move the date filter forward to check who it would send to between 12:00 AM–6:00 AM tomorrow, the next day, etc. and verify that these are correct.

    Customers without an email address are not shown in the grid, as they cannot receive email communications. Additionally, customers marked as Do Not Mail are excluded based on your configuration in the Properties tab.