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 User Group Preferences and 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.
If:
- A member of the Requestor - Faculty and Staff Edits an event
- With Event Type Meeting
- And the Event State is Confirmed
Then:
- 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
Image: 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.
Image: 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.
Image: Tap or click on Event Save Email to access the scenario and template settings.
2. Go to Create a Scenario
Within the Event Save Email section, there are links to Edit Scenario or Create Scenario. Start by providing a unique name (maximum of 40 characters, one blank name is allowed in your library of scenarios). This name will not display in the email. The name is only for managing and editing the scenario.
3. Choose if You Want to Copy an Existing Scenario
Image: Choose from the dropdown menu if you wish to copy an existing scenario.
If you'd like to use one of your existing scenarios as a base to create a new scenario, choose from the Copy Scenario dropdown menu. Most scenario information fields will populate for you to edit in your new copy.
4. Name Scenario, Activate, and Choose Triggering Actions
Image: Scenarios can be marked active or inactive to save for later and can trigger upon creation, editing, or both.
Complete the Scenario Name field. If copying from an existing scenario, remove the automatically added "COPY OF" text, 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:
- Event Creation
- Event Edit (includes inline editing of Event State from Event Details)
- Both
Tip: Allowing Silent Save in Event Configurations to Reduce Emails
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:
- Event Form (saving an event)
- Event State Dropdown (when edited from the Event Details view)
- Note: When editing, this choice corresponds to the Event State saved after edit.
- Tasks Page
- Cancel Request - (if a user without ability to edit the event state requests cancellation from the Event Details)
5. Complete or Edit Criteria Fields
Tip: Save Anytime
Use the Save Scenario button at any time to save a scenario that you want to come back to edit later in System Settings > Event Save Email > Edit Scenario.
Image: Use the dropdown menu to select criteria to add, then complete parameters.
Use the Criteria dropdown menu to select one or more criteria, then complete the parameters listed for each. Some items, such as custom attributes, only allow for one selection, while others, such as Event States, allow multiple. 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
- Custom Attributes (one only)
- Requirements
- Security Groups (of the user that will be taking the action when the email is triggered)
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
Image: 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
Image: 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
Image: 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
Image: When this task was 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 Add 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.
Image: 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 Template button. Specific templates may be restricted by security group in the Series25 Group Administration tool.
Read Details About Creating and Editing Templates
If you need to edit an existing email template, go back to System Settings > Event Save Email > Edit Template.
Image: Edit an existing template by going to the Edit Template section.
Image: Example of an Event Save 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 Convert to Code View button will take any form input and convert it to JavaScript, overwriting any customized code already entered in code view.
- Using the Switch to Code View button will open the Code View without overwriting any code already entered.
Two versions of any scenario or template can exist at any time, the Form View and the Code View. The system will use the version that was last saved.
If you wish to go back, a Back to Form View button will be available.
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. Optionally Preview Your Scenario and Template(s)
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.
Image: 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 | Dash | Six uppercase letters |
2023 | - | AAGXQN |
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.
Image: Example of an Event Save Email scenario preview.
Tip: How to Find an Event Reference
- Search for or go to a favorited event. (See topics on Searching and Favorites)
- Go to the event details. (See Viewing Event Details)
- Scroll to the Event Info section in the right-hand column.
Image: You can find an event reference ID in the Event Details View.
8. Save the Scenario
Use the Save Scenario 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: Choose an existing scenario or create a new scenario.
You can access your library of Event Save Email scenarios in System Settings > Event Save Email > Edit Scenario. Choose a scenario to edit from the dropdown menu. Your previously created scenarios are in the dropdown menu displayed in alphabetical order. 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 Scenario button.