Event Save Email: Creating, Copying, and Editing Scenarios

Security Note

To access Event Save Email configurations, users will need the following permission in place for their security group in Group Administration: Admin: 17.0 Update Event Creation and Editing Configurations = Yes

Note: This Feature Was Previously a Part of BPEs

This feature is a partial replacement for the features that were included in business process extensions (BPEs), but with improved functionality and an easier, more convenient interface.

Event Save Email allows 25Live administrators to set up scenarios outlining the rules under which custom emails will be sent. Once you specify all your desired parameters, you can choose or create email templates, including report attachments. One or more emails can be triggered upon event save, either when creating or editing.

For example, you can create the following complex email triggers with just one scenario and two templates.


  • A member of the Requestor - Faculty and Staff Edits an event 
  • With Event Type Meeting
  • And the Event State is Confirmed


  • Send the email template with the Occurrence List to the Scheduler
  • And email the Requestor the Confirmation Report

How to Create a Scenario

1. Go to the System Settings view, and access the Event Save Email section

More menu in the top navigation barImage: The More menu in the top navigation bar has a link in the System Settings view.

After logging into 25Live as an administrator or user with permissions to access System Settings (-1), open the More menu in the top navigation bar.

System settings is located under the More menuImage: The System Settings link is in the More menu.

Use the menu link to go to the System Settings view, then tap or click on Event Save Email to reveal the section.

Event Save Email linkImage: Tap or click on Event Save Email to access the scenario and template settings.

2. Select Scenario Settings from the left-hand menu of the Event Save Email section.

3. Copy an existing scenario or create a new one

Copy buttons in the Copy columnImage: Click Copy in the row of the scenario you want to copy.

If you'd like to use one of your existing scenarios as a base to create a new scenario, select the Copy button in the row of the existing scenario you'd like to copy. Most scenario information fields will populate for you to edit in your new copy.

Otherwise, to create a new scenario, select the Add Scenario button.

4. Name the scenario, activate it, and choose triggering actions

Creating ScenarioImage: Scenarios can be marked active or inactive to save for later and can trigger upon creation, editing, or both.

Enter a name into the Scenario Name field. If copying from an existing scenario, remove the name that was automatically added and enter a new, unique scenario name.

Set the Active toggle to Yes. An active scenario will trigger an email if it matches the actions and criteria for an event. You may also set the trigger to No if you are drafting it for later use.

Next, choose when you want to trigger the sending email(s) with the Send Email On choices. Choose from:

Tip: Allowing Silent Save in Event Configurations to Reduce Emails
Setting the Image: Setting the "Allow Silent Save" option in your event configuration(s) can prevent extra emails.

If you set your scenario to Send Email On "Event Edit," then you should consider using the "Allow Silent Save" option in Event Configurations in order to prevent too many emails from going out unnecessarily.

Last, you can choose how to Send Email From with options to have the email trigger from actions in the:

5. Complete or edit criteria fields

criteria dropdown menusImage: Select any of the Criteria options to add additional parameters to your scenario.

Use the dropdown menus under Criteria and complete the parameters listed for each. Use the "X" icons to the right when you wish to remove criteria.

Optional scenario criteria include:

  • Event States (includes inline editing from Event Details)
    • Note: This choice corresponds to the Event State saved after creation or edit.
  • Pre Event States
    • Tip: This state is useful if you would like to receive an email when an event moves from the Confirmed state to the Cancelled state, however you may not wish to receive an email if the cancelled event is edited.
  • Event Types
  • Locations (the event was requested for)
  • Resources (the event was requested with)
  • Primary Organizations
  • Requirements
  • Security Groups (of the user that will be taking the action when the email is triggered)
  • Custom Attributes

Most criteria use standard 25Live search selections with checkboxes.Image: Most criteria use standard 25Live search selections with checkboxes.

When Will the Scenario Trigger an Email?

If no top-level field (Event State, Event Type, Location, Resource, etc.) is selected, that field will not limit the rules and will match for ANY value. A single criterion for a field will also match.

If multiple criteria are selected within a field (such as specific locations within the Locations field), then AT LEAST ONE of the choices need to be met for the email to trigger.

Example Criteria and How They Will Process

Example 1: No Event Type, One Location, Multiple Resources

Location and resource selectionsImage: In this example, the email(s) will trigger no matter which Event Type, only for the specified location, and for any of the two resources.

Example 2: Multiple Security Groups, No Other Criteria

security group selectionsImage: In this example, the email(s) will trigger for any Primary Organization (because none were specified).

Example 3: Multiple Selections in All Types of Fields

event state, event type, and location selectionsImage: In this example, the email(s) will trigger for Confirmed and Tentative Event States that are Tutoring or Study Session Event Types in the Student Center (MSC).

Example 4: Email Send Based On Location Approval in Tasks

task and event state selectionsImage: When this task is completed to approve the location, an email scenario will be triggered.

Note: Event Preferences Can Be Included

When adding Locations and Resources to be a part of the criteria for a scenario, each section also has a No/Yes toggle available to Include Location Preferences and/or to Include Resource Preferences. These are the event preferences defined in an event's details view in the "Occurrences" section as preferred. See Viewing Event Details.

6. Add Email Template(s)

If you already have email templates created in your library, use the Select Templates button to check which template(s) you want to send using the criteria in this scenario. When a scenario is triggered with matching rules, 25Live will send all emails specified in the Templates section. Specific templates may be restricted by security group in the Series25 Group Administration tool.

Adding template to scenarioImage: The selected email template will send if the rules in the scenario match.

Tip: A Scenario Can Trigger Multiple Emails

If you wish to send more than one email using the rules in your scenario, you have that option. For example, you could send one email template to the event requestor and a different template to the event scheduler.

If you don't have any email templates in your library, use the Create New Template button. 

Read Details About Creating and Editing Templates

If you need to edit an existing email template, go back to System Settings > Event Save Email > Template Settings.

Image: Create a new template or edit and existing on in Template Settings.

email template exampleImage: Example of an email template.

Note: For Experts, Advanced Editing Is Also Available With Code View

If you have Advanced skills and wish to work in JavaScript using the Code View:

  • The Code View button will take any form input and convert it to JavaScript, without overwriting any customized code already entered in code view.
  • If you wish to go back, a Form View button will be available. This will generate a message indicating that changes that weren't saved while in Code View will be reverted.

Code View is available for technical experts who know how to write code. Troubleshooting these customizations in this advanced mode is beyond the scope of our technical support.

7. Preview your scenario and template(s) (optional)

Note: Previews Need Appropriate Actions

Because you will use an existing (not new) event in the preview, it will only trigger for scenarios with the Send Email On action set to Event Edit or Both.

event reference id field and preview buttonImage: The Preview option requires an event reference ID.

25Live gives you the opportunity to preview your scenario using an internal Event Reference ID, which is in the format of:

 Four-digit year
Six uppercase letters

When you preview from within a scenario, 25Live will first check if the event meets the criteria and then display any email(s) with the content that would be sent.

Example of an Event Save Email scenario preview.Image: Example of an Event Save Email scenario preview.

Tip: How to Find an Event Reference

You can find an event reference ID in the Event Details View.Image: You can find an event reference ID in the Event Details View.

8. Save the scenario

Use the Save button to save your completed Event Save Email Scenario.

From here, you can also delete the scenario if necessary or cancel, which will remove all choices.

Warning: Saving a Blank Scenario

If you save a blank scenario (one with no triggering actions or criteria), it will fire upon every event save and edit. While you could use this as a feature to send a standard success message, please ensure you don't save a blank scenario accidentally without a planned expectation.

Editing or Deleting a Scenario

Image: Scenario Settings.

You can access your library of Event Save Email scenarios in System Settings > Event Save Email > Scenario Settings. All previously created scenarios are displayed in alphabetical order. Choose a scenario from the table and select the associated Edit button. Then, follow the same steps as used in How to Create a Scenario section above.

From here, you can also delete the scenario using the Delete button.