Creating Triggered Email Messages

  • Updated

Triggered emails are automatically sent when a contact takes a specific action - such as reaching a step in an Automated Program, submitting a form, or registering for a webinar. These messages provide timely, personalized responses that strengthen engagement and follow-through.

Quick Reference (Advanced Users) – Click to Expand
  • Purpose: Automatically send emails when a contact completes an action or meets program criteria.
  • Access: Go to Content › Email Messages and create a message designated for automated or form-triggered use.
  • Use Cases: Confirmation emails, webinar follow-ups, form thank-yous, and next-step messages.
  • Integration: Triggered messages can be linked to Automated Programs, Forms, or Webinars.
Try it like this: Build a short “Thank You” message with personalization and a clear next step, then connect it to your webinar registration form so each registrant receives it instantly.

Overview

Triggered emails (also known as auto-response messages) are designed to send automatically when a contact:

  • Submits a form configured for confirmation or follow-up.
  • Reaches a specific step or branch in an Automated Program.
  • Registers for or attends a webinar connected to Act-On.

These messages ensure that your audience receives timely and relevant communication tied directly to their actions.

Create a Triggered Email Message

To create a triggered message that can be used with programs or forms:

  1. Go to Content › Email Messages.
  2. Click New Message to open the Email Composer.
  3. Design your message as you would a standard email, including personalization fields if needed.
  4. In the Settings tab, ensure the message is saved in a folder accessible to your program or form configuration.
  5. Save the message with a clear, descriptive name (e.g., “Webinar Confirmation - Q1”).

Attach to an Automated Program

To send your triggered message from an Automated Program:

  1. Open your Automated Program in Automation › Automated Programs.
  2. Add a Send Email step.
  3. Select your saved triggered message from the message library.
  4. Adjust timing or conditions as needed before publishing the program.

The message will automatically send whenever a contact reaches that step in the program flow.

Attach to an Act-On Form

Triggered emails can also send automatically when a form is submitted. To configure:

  1. Go to Content › Forms and open your desired form.
  2. Click the Confirmation Email option on the Properties tab.
  3. Select the Plus and choose your saved triggered message.
  4. Save your changes and test the form to verify that the message sends as expected.

Attach to a Webinar

If you’re running a webinar through a connector (such as Zoom), you can send triggered messages for registration confirmations or follow-ups:

  1. Open your connected webinar configuration in Settings › Connectors › Webinar.
  2. Set up automated messages for registration or attendance triggers.
  3. Select your triggered message from the message library.
  4. Save and publish your configuration.

Best Practices

  • Keep messages short, clear, and relevant to the user’s action.
  • Use personalization to make the message more engaging (e.g., include the recipient’s first name).
  • Confirm links and attachments are correct and up to date before publishing.
  • Use unique internal names for each triggered message to avoid confusion in reporting.

Monitor Performance

You can view engagement metrics for triggered messages under Outbound › Sent Messages. Act-On tracks opens, clicks, and delivery rates so you can measure the effectiveness of your automated communications.

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