Managing Triggers for Forms, Autobill, and Emails

Triggers are a powerful tool in your project that allow you to automate actions based on user behavior and system data.

Creating, editing, and reviewing Triggers is the same process across all modules:

• Forms (including Fields)
• Products
• Autobill
• Emails

You'll only need to learn how to work with triggers in one module, and once you've learned, you'll know how to work with triggers everywhere. This guide will walk you through the process of setting up, reviewing, and managing triggers effectively.

What Can Triggers Do?

Triggers can be set to take actions based on the following elements in Regpack:

• System Registration: If any account is created in your system as well as the creation of a sub-unit account if you're using a group or family system. You can also trigger on sub-unit login if that function is enabled.
• Payments: If the user has indicated they'll send a manual payment, the user's balanced has closed and no longer has a balance due, as well as the different payment statuses: Approved, Refunded, Pending, Chargeback, and Under Review.
• Statuses Assigned: All of the custom statuses that are created and managed in User Management. Assigning a status will cause a triggered event.
• Products: All of the products that are created and managed in Product Management and will trigger an event if the product is Added to Cart, Deleted from Cart, Waitlisted, and Paid For.
• Forms: All of the forms that are created in your system will be listed and can trigger an event if the form is Added, Deleted, Set to Incomplete, Submitted, Completed, Locked.
• Fields: All of the responses to multiple choice fields, and designated short answer fields, that you’ve added in your system. If a user, or an admin in the back end, selects the response it will cause a triggered event. 

How to Set Up a Trigger

1. Locate the Trigger Option:
   • For forms, fields, products, emails, or autobill plans, look for the white lightning icon or the Trigger button when hovered over an element.
2. Define Trigger Action:
   • Define what should happen when the criteria are met. For example:
     • If it's a product or autobill plan should it add or show to your audience.
     • If it's an email who are the recipients, adding cc'd or bcc'd recipients, selecting which admin the email is sending from, and if it should send only once.
     • If it's a field or form it can only add to their registration and it's visibility is controlled by designating if a field or form is admin only.
3. Set the Criteria:
   • Once the action is defined, a menu will open where you can specify the conditions for the trigger. For example:
     • Trigger an action when a user selects a specific product.
     • Send an email once a payment is made.
     • Display a new form after a specific status is assigned.
   • Define if it's "AND" or "OR" by:
     • Choosing All conditions are required - Every condition must be achieved for the triggered element to react.
     • Choosing Any conditions are required -  Any of the selected conditions will cause the triggered element to react.
4. Save the Trigger:
   • Once the criteria and actions are defined, click Save. The white lightning icon will turn purple, indicating that a trigger is now active for that item.

How to Review Triggers

To review an existing trigger:

1. Click the Purple Lightning Icon:
   • Locate the module (form, field, product, etc.) with the trigger you want to review.
   • Click the purple lightning icon to open the trigger details.
2. View Trigger Settings:
   • The settings box will show the criteria and actions defined for the trigger. This helps ensure everything is functioning as intended.

How to Edit or Delete a Trigger

1. Open the Trigger Settings:
   • Click the purple lightning icon associated with the trigger you want to modify.
2. Edit the Trigger:
   • Adjust the criteria or actions as needed.
   • If you'd are adjusting any email related trigger elements, such as recipients of an email or a cc'd/bbc'd email, they will not send retroactively and will only affect future attempts.
   • If you are adjusting criteria on products, autobill, forms, or fields when saving the system will confirm if you'd like to:
     • Update the Action for Existing Users - The system will find and force an update for any users that this new criteria applies to, including removing or hiding any products, autobill, forms, or fields from their application.
     • Do NOT update Existing Users - This can effect users retroactively if they manually go through the registration again and re-submit the forms, but the system won't find and force an update on their application.
3. Delete the Trigger:
   • If the trigger is no longer needed, click the delete option. The icon will revert to white, indicating no active trigger.

Best Practices for Triggers

• Start Simple: Begin with basic triggers and test their functionality before creating complex workflows.
• Test Thoroughly: Use a test user account to ensure triggers fire as expected and the correct actions occur.
• Review Regularly: Periodically check triggers to ensure they align with current project needs and adjust as necessary.

By leveraging triggers, you can automate workflows, improve efficiency, and create a seamless user experience. With a consistent UI and straightforward setup process, managing triggers for forms, fields, products, autobill plans, and emails is easier than ever.