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System Email Conditions

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Introduction

For each type of System Email (i.e. Donation Appreciation), you can create multiple Versions. One version must be set as the default. However, you can also create Conditions to send different versions depending upon different circumstances. The default version will be sent when no conditions have been created, or no conditions have been met. Conditions are available for the following System Emails:

  1. Donation Appreciation
  2. Event Registration*
  3. Membership Registration
  4. Membership Renewal/Auto Renewal
  5. Membership Due/Overdue
  6. Event Reminder
Note: The Event registration system emails pull in content differently than other system emails. The default XML-driven event registration system email populates content in a more detailed way than is possible by building your own version. Read more about building event registration email versions here.

Setting Conditions

Let’s create a conditional donation appreciation email, for in-kind gifts. It will be created as an email version that is sent only when a donation is marked as “in-kind”. 

1. Select the Settings Cog and select Global Settings.

2. Scroll down to Communications and select System Emails under Transaction Acknowledgements. 

3.Select the Donation tab. Select the Donation Appreciation link from the row. 

Locate the Conditions section and select the New Condition button.

First, enter the name of your condition. This is internal and will not be shared with your constituents.

Next, select the version that you wish to send for this condition. Note that this list will only include versions marked ready to send.

Finally, set the condition under which this version should be sent. In this case, we want the Neon CRM Standard Version to be sent when a donation under $100 is made.

If you select multiple items here, all rules must be met for this condition to be met. In the example below, the selected version will send when a donation is under $100 and it is for the Campaign called Annual Giving.

Select Create Condition to save your condition. On the System Email: Donation Appreciation page, you will see your saved condition along with the criteria being used for it.

Setting a "Do Not Send" condition

Note that you can also tell Neon not to send an email when the condition is met by selecting Do not send email for this special condition in Step 2.

If you select this option, any transaction that meets the condition(s) you set will generate no system email.

Adjusting Condition Precedence

Because you may set up as many conditions for a single System Email as you like, it is possible for a constituent to meet more than one condition with a single action. For example:

  • Condition A is for donations under $100;
  • Condition B is for donations to the Jazz Festival campaign.

If a constituent donates $50 to the Jazz Festival campaign, they meet both conditions. However, Neon will only send one system email per transaction.

So that Neon knows which one to send, you can arrange your list of conditions in order of precedence, high to low. To do this, select arrange the conditions by dragging the button on the left side of the row in the Conditions section.