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This article outlines how to adjust the process that sends the event registration confirmation email.

 

There are specific CRM Processes that send the event registration confirmation email. The processes are set up for WSB programs using the prospective student event management feature in LRM. 
 
When a new event campaign or a new event option is created that requires a new email confirmation, the process must be adjusted to send the correct email template. 
 
CRM Processes
  • CD Lead Event: EEMBA Send Event Registration Confirmation Email 
  • CD Lead Event: FTMBA Send Event Registration Confirmation Email
  • CD Lead Event: PhD Send Event Registration Confirmation Email 
 
 
 
This email send process fires off of the campaign response that is added to the person record when they register for an event managed in LRM. Specifically, the process fires when the "Event Complete" field is checked on the campaign response. The campaign response is derived from the parent campaign. 
 
Each process executes some basic checks before sending the event registration email:
  • Check if the campaign response is an event campaign response
  • Check if the campaign response is for the correct WSB program
  • Check if the event campaign response contact is registered or confirmed (registered is the default)
  • Check if the event date is in the future (prevent email from firing if registration is completed after the event date)
     
If the process fails any of these checks, the workflow process is cancelled. 
  
If the process succeeds through these checks, the workflow continues to: 
  • Update the Event Temporary Fields on the Person Record
 
 
Then the process works out which email template to fire based on the process set up details defined below. 
  
How to adjust the Send Event Registration Confirmation Email process: 
  1. Settings > Processes. Select the process you would like to adjust.


  2. If you are not the current owner of the process, you must assign the process to yourself before proceeding. 
    1. Select "Assign..."


    2. Select "Assign the selected Process to yourself."
  3. Deactivate the Process  *Note: Deactivating the process will stop the email sends. Anyone that registers for an event when the process is deactivated will not receive an event confirmation email. 
     

  4. To add a new event campaign to the email send process, follow these steps:
    1. Select an existing conditional step which usually starts with "If" or "Otherwise"


    2. Add Step > Conditional Branch


    3. Within the new conditional branch, click on <condition> (click to configure)


    4. Configure the details and add the new event campaign



    5. Save and Close


    6. To add the Click Dimensions Email Send, select the row below the conditional branch to add this step. 


    7. Add Step > Create Record (Do not select Send E-mail


    8. Complete the "Type a step description here"  Example: Send the "FTMBA TEST Event" email template. Select "Send ClickDimensions Email" in the create dropdown.


    9. Select Set Properties button on the Click Dimensions Email Send


    10. Complete the following fields for the email send:  
      1. Subject (this subject field overrides the email template subject field)
      2. Email Template (search for corresponding email template)
      3. From Record Owner = No 
      4. From Name 
      5. From Email
      6. Use the Form Assistant to enter the Contact field
        1. Click on the Contact field > Add > Ok  


      7. Contact Field Result: 


    11. Save and Close
    12. Activate the Process


      1. Test the Event Registration Confirmation Email.
      2. Register a test user for the new event to confirm the appropriate email template is sent. 
  5. To add a new event option to the email send process, follow these steps:
    1. First, if it does not already exist, create the top level conditional step that references event campaign (Steps 4i - 4v above)
    2. Select the row under the top level event campaign conditional step


    3. Add Step > Check Condition


    4. Complete the "Type a step description here" Example: Work out which event option email template to send


    5. Within the new check condition branch, click on <condition> (click to configure)
      1. Configure the details and add a reference to the unique event option
      2. Refer to the named options in the 2nd drop down of event registration page


      3.  Add more Conditional steps depending on the number of unique event option email template 
        1. You must enter at least 2 conditions for event options: 1 unique based on a specific event option and 1 common condition that will fire when the unique condition is not met

    6. Select first event option conditional that starts with "If" or "Otherwise"


    7. Add Step > Conditional Branch


    8. Configure the details and add reference to another unique event option or the common event option
      1. Do not forget about the common case! 
    9. Add conditional steps until you are done addressing the event options of the event campaign
    10. Follow the steps above (4vi - 4x) to add the Create: Send Click Dimensions Email step and Set Properties of each email send. 
 
Final, most important step: Test the Event Registration Confirmation Emails
  • Register a test user for the new event options to confirm the appropriate email template is sent. Be sure to test all of the unique and common event options.