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Automated Emails from Filters Documentation

Menu Location: Settings > Automated Emails from Filters

Access Level: Administrator and above

Last Updated: 2026-03-01

Overview

The Automated Emails from Filters page configures trigger-based email campaigns that automatically send to customers meeting specific order or customer criteria. Create smart email automations based on order status, customer behavior, tags, and more.

Primary Functions:

  • Create automated email triggers based on order filters
  • Schedule emails to send at specific times or intervals
  • Target customers by order status, tags, or behavior
  • View automation logs and send history
  • Enable/disable automations
  • Track email campaign effectiveness

Page Layout

Header Section

  • Page Title: Automated Emails from Filters
  • Add New Automation Button: Create new automated email

Automations Table

List of all configured email automations

Columns:

  • Automation Name
  • Trigger Conditions (filter summary)
  • Email Template
  • Status (Enabled/Disabled)
  • Last Run
  • Total Sent
  • Actions (Edit/Delete/View Log)

Creating Email Automations

Automation Fields

Automation Name:

  • Descriptive name for internal reference
  • Example: "Welcome Email - New Customers" or "Reactivation - 60 Days Inactive"

Trigger Conditions: Select order/customer filters that trigger the email:

  • Order status
  • Customer tags
  • Date ranges (last order, signup date, etc.)
  • Subscription status
  • Product purchased
  • Order count

Email Template:

  • Select from existing email templates
  • Or create new template

Send Timing:

  • Immediately: Send as soon as conditions met
  • Scheduled: Send at specific time of day
  • Delayed: Send X days/hours after trigger

Frequency:

  • Once per customer
  • Daily (if conditions still met)
  • Weekly
  • Monthly

Common Use Cases

Use Case 1: Welcome Series for New Customers

Goal: Send welcome email 1 day after first order

Steps:

  1. Click "Add New Automation"
  2. Name: "Welcome Email - Day 1"
  3. Trigger Conditions:
    • Order count = 1 (first order)
    • Order status = Complete
  4. Send Timing: Delayed 1 day after order delivery
  5. Frequency: Once per customer
  6. Select welcome email template
  7. Save and Enable

Use Case 2: Win-Back Cancelled Customers

Goal: Email customers 30 days after cancellation

Steps:

  1. Add New Automation
  2. Name: "Win-Back - 30 Days Post Cancel"
  3. Trigger:
    • Status = Cancelled
    • Days since cancellation = 30
  4. Timing: Immediate (when 30 days reached)
  5. Frequency: Once per customer
  6. Template: Win-back offer email
  7. Save and Enable

Use Case 3: Reorder Reminder

Goal: Remind customers who haven't ordered in 60 days

Steps:

  1. Add New Automation
  2. Name: "Reorder Reminder - 60 Days"
  3. Trigger:
    • Days since last order = 60
    • Status = Active
  4. Timing: Immediate
  5. Frequency: Once (then waits another 60 days)
  6. Template: "We miss you" reorder reminder
  7. Enable

Use Case 4: VIP Customer Thank You

Goal: Thank VIP customers after each order

Steps:

  1. Add New Automation
  2. Name: "VIP Thank You"
  3. Trigger:
    • Customer tag = VIP
    • Order status = Complete
  4. Timing: Delayed 1 day after delivery
  5. Frequency: After each order
  6. Template: VIP thank you email
  7. Enable

Use Case 5: Survey After Delivery

Goal: Request feedback 3 days after delivery

Steps:

  1. Add New Automation
  2. Name: "Post-Delivery Survey"
  3. Trigger:
    • Order status = Complete
    • Days since delivery = 3
  4. Timing: Immediate
  5. Frequency: Once per order
  6. Template: Customer satisfaction survey
  7. Enable

Automation Logs

Viewing Send History

Access Logs:

  • Click "View Log" action for automation
  • See all emails sent by this automation
  • Filter by date range
  • Search by customer

Log Information:

  • Send date/time
  • Customer name
  • Email address
  • Delivery status (sent/bounced/opened)
  • Click-through (if tracked)
  • Errors (if failed)

Use Logs For:

  • Verifying automation working
  • Tracking campaign effectiveness
  • Troubleshooting delivery issues
  • Measuring engagement

Troubleshooting

Automation Not Sending

Check:

  1. Automation is Enabled
  2. Trigger conditions are being met
  3. Customers haven't already received (if frequency = once)
  4. Email template exists and is valid
  5. Send timing settings correct
  6. Review logs for errors

Customers Receiving Too Many Emails

Solutions:

  1. Review frequency settings
  2. Check multiple automations aren't overlapping
  3. Add exclusion conditions (e.g., "Not sent email in last 7 days")
  4. Disable less important automations
  5. Consolidate similar automations

Emails Going to Spam

Check:

  1. Email template content (avoid spam triggers)
  2. From address reputation
  3. Unsubscribe link present
  4. Sending volume (too many too fast)
  5. Customer engagement rates

Best Practices

Creating Automations

  1. Start with simple, high-value automations
  2. Test with small customer segment first
  3. Monitor logs after enabling
  4. Use clear, descriptive names
  5. Document automation purpose in notes

Email Timing

  1. Respect customer time zones
  2. Send at optimal times (morning for most)
  3. Avoid weekends unless relevant
  4. Space out automations (not all at once)
  5. Test timing before full rollout

Content

  • Keep emails focused on single action
  • Personalize with customer data
  • Include clear call-to-action
  • Make unsubscribe easy
  • Mobile-friendly design

Monitoring

  • Review logs weekly
  • Track open and click rates
  • Disable low-performing automations
  • A/B test email templates
  • Adjust based on customer feedback

Quick Reference Card

Task Action/Location
Create automation Click "Add New Automation"
Edit automation Find automation, click "Edit"
Disable automation Change status to "Disabled", save
View send history Click "View Log" for automation
Test automation Create test trigger, check logs
Delete automation Click "Delete", confirm

FAQs

How often do automations check for triggers?

Most systems check hourly or every few hours. Check your system settings for exact frequency.

Can I preview what email will be sent?

Yes, select the email template to preview. You can also send test emails before enabling.

What happens if I edit an enabled automation?

Changes take effect immediately. Customers who already received the old version won't be re-sent unless conditions are met again.

Can I exclude customers who unsubscribed?

Yes, the system automatically excludes unsubscribed customers from all automated emails.

How do I test an automation without sending to real customers?

Create a test customer account, set up conditions to match, and enable automation. Check logs to verify it worked.

End of Documentation

For additional help, contact your system administrator or Kiva Logic support.