When to use it
Autoresponses are email messages which are sent to your supporters automatically after a supporter completes an action on a Salsa form. A few examples of autoresponses in action:
- A supporter makes a donation and automatically receives a donation receipt
- A supporter registers for an event and automatically receives a confirmation with event details
NOTE: The Streaming Email tool is a separate, more advanced version of Autoresponses, but it is not suited to all situations and not all Salsa users have Streaming Emails installed on their account. Contact your account manager for details.
How to get there
There are two steps to using autoresponses:
After you click Create Autoresponse, a new autoresponse will open. The first step of the workflow is Configuration.
1. Enter a Reference Name:
As elsewhere in Salsa, Reference Name is entirely an internal name, invisible to the public. Use organized, specific titles such as
2013-January Donation Page: Cute Puppies Campaignto make sorting and location easier.
2. Select a Trigger Type
There are three types:
- Reply Emails - go to the supporter immediately
- Individual emails - go to one or more specific email address(es) immediately
- Timed triggers - go to the supporter on a timed delay (i.e. 72 hours after the action was taken)
3. Enter a From Name
Format the name similar to how you would format it for an email blast.
4. Enter a From Email
Setting the From Email fields is very important - without a valid email address, the Autoresponse will appear to be from no one, and may be filtered by anti-spam programs.
5. Email Address (Individual Triggers only)
Populate an Email Address field only for Individual Triggers. In that case, you'll need to specify who receives notification of the action. Separate multiple email addresses with a comma and no space, for example
For Reply and Timed triggers, the address will be automatically populated by Salsa so you should leave this field blank.
Write the content of the automatic email.
To identify available merge fields you have a few options:
- Review this handy guide to the most commonly used merge fields on Salsa forms.
- Use Append Available Values (see Autoresponse Advanced Options)
- View the source code of the user-facing Salsa page and identify the field names
Need a quick format for a donation receipt? Create a new autoresponse for your donation page and paste in the text below!
Thank you for your donation of $[[amount]]!
You can print this email as a record of your donation for your tax purposes.
Confirmation Code: [[PNREF]][[RPREF]]
Donation Amount: $[[amount]]
Donation Date: [[CURRENT_DATE]]
Donation Made By: [[First_Name]] [[Last_Name]]
[[City]] [[State]] [[Zip]]
Note: This last step has some technical options which most users will ignore.
The Send Condition field allows you to limit the trigger to sending only under specific conditions. If the send conditions evaluates to a true, then the Autoresponse email is sent. Otherwise, the Autoresponse is not sent.
Example Send Conditions
|[[isNew]] == 1||Send if the supporter is new|
|"[[isNew]]"==""||Send if the supporter has an existing supporter record|
|"[[State]]" == "FL"||Send Autoresponse if the State field on the form is Florida|
|"[[State]]" != "AR"||Send the Autoresponse if the State field on the form in not Arkansas|
|[[amount]] == 500||Send the Autoresponse if the donation amount is 500 dollars|
|[[recurring_donation_KEY]] != -1||Send the Autoresponse if the donor made a recurring donation.|
|[[recurring_donation_KEY]] == -1||Send the Autoresponse if the donor did not make a recurring donation (i.e. made a one-time donation)|
|"[[State]]" == "FL" && "[[State]]" != "GA" && [[amount]] < 10000||Send the Autoresponse if the donor is from Florida, but not from Georgia, and the donation is less than $10,000|
|[[BOOL5]] == 1||Send the Autoresponse if the "BOOL5" custom field is checked.|
|[[recurring_donation_key]] != -1 || [[amount]] < 50||Send the Autoresponse if the donation is a recurring donation or the amount is less than $50.|
Writing your own send conditions
Salsa uses a parser called JEP to evaluate the statement you enter. The syntax for a send condition may look a little unusual when you get started, but anyone can pick it up. A basic conditional statement consists of three parts:
- A Salsa merge field generated by the page
- Example merge field:
- All of the merge fields can be used in a send condition. You can find a list of the most popular merge fields by clicking here.
- An operator. These are the available operators.
- Less or Equal
- More or Equal
- Not Equal
- A fixed value
- Values depend upon the merge field you've selected
- Example values might be a state (FL) or a number (500)
- If the fixed value is not a number, then it must be enclosed in quotation marks.
Strung together, these elements produce a single condition. If the condition is true, then the Autoresponse will be sent. If the condition is false, then the Autoresponse will not be sent.
More complicated conditions
It's also possible to create a trigger limited by multiple conditions by connecting them with one of two special operators:
- Both conditions must be true for the Autoresponse to send
- Autoresponse will send if either condition is true
[[amount]] > 100 && "[[State]]" == "FL"will send the condition only for Florida donors of more than $100.
Tip: Here are some things to keep in mind as you create send conditions:
- The send condition must evaluate to true or false.
- The condition statement can be as long as you need it to be.
- All of the merge fields are available -- you are not limited just to donations. Consult the list of common merge fields page for ideas.
- Put spaces around any operators (==, !=, &&, ||, etc) to make the text easier to read.
- All merge fields must be surrounded by quotation marks (For example:
- Numeric fixed value fields do not need quotes (For example: 55 or .25 or 100).
- Do not use commas in numeric fixed value fields (For example: do not use
- Text fixed value fields ("FL", "Texas", "Yes") must be quoted.
Hours Delayed for Timed Trigger
Only use this for the Timed Trigger-type Autoresponse.
Reply triggers are sent immediately after an action is taken (i.e. immediately after a donor presses the Submit button on a donation form). Use this field to configure the number of hours after an action is taken that an email should be sent.
Append Available Values
If this box is checked, the Autoresponse message will be appended with a dump of data fields available on the page. Its intended function is to deliver a list of potential merge fields to campaign managers in the process of configuring a message. If you can't find the merge fields you want on the list of common merge fields:
- Click this checkbox
- Send the autoresponse to yourself by completing a test action
- Copy the merge fields you indend to use into the autoresponse content
NOTE: Un-check this box before adding this Autoresponse to a live page.
Recurring Donation Autoresponses
Donation autoresponse emails are triggered by the clicking of the submit button on the donation page. There is not a feature that will send an autoresponse email each time a recurring transaction is processed after the initial submission.
You may be able to reach out to your gateway processor and ask if it's possible to set up a notification email through their system each time a recurring payment is processed.