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

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:

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

Scenario creationImage: 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.

Use the Create To Do toggle to choose whether you want a "to do" task to automatically trigger when this email sends. See Creating, Copying, and Editing To Do Templates to learn how to create a template for the automatically created to do task.

Next, choose when you want to trigger the sending email(s) with the Trigger Actions 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 Trigger Actions 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 and pre criteria fields

Use the dropdown menus under Criteria and Pre Criteria to complete the parameters listed for each. You can Include Any of your chosen criteria and/or Include None of the chosen criteria for all categories except Tasks. Most criteria use the standard 25Live search bars and checkboxes. Select the "X" icons to the right when you wish to remove criteria.

criteria dropdown menusImage: When adding trigger criteria, you can choose whether to Include Any of the selected criteria or Include None of the selected criteria.

  • Criteria - Correspond to the values saved after creation or edit:
    • Event States (includes inline editing from Event Details)
    • 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
    • Tasks
  • Pre Criteria - Correspond to the values in place before editing:
    • Event States (includes inline editing from Event Details)
    • Event Types
    • Locations (the event was requested for)
    • Resources (the event was requested with)
    • Primary Organizations
    • Requirements
    • Custom Attributes

Pre Criteria will trigger a scenario for variables that were in place before any changes were saved to it. They will never trigger upon event creation. 

For example, you may want to choose an Event State Pre Criteria variable to receive an email when an event moves from the Confirmed state to the Cancelled state, but not if the event is edited once it's cancelled.

pre criteria dropdown menusImage: Pre Criteria options.

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 Fieldsevent 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 Taskstask 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.

template settings emails tabImage: Create a new template or edit an existing one in the Template Settings.


email template fieldsImage: Example of an email template form.

7. Add or Create a To Do Template

If you toggled the Create To Do setting to Yes above, then the To Do Templates section will display. Use the Select To Do Templates to add one or more tasks you'd like to have automatically generate when the event email sends.

If you need a new and/or different to do task to generate, use the Create New To Do Template button.

See Creating, Copying, and Editing To Do Templates for more information.

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.

8. 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 Trigger Actions 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
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.

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.

9. 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

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.