How to Include Staff and Other Contacts on an Automated Email

Overview: You can have an automatic email sent to a contact who performed a trigger on your website AND arrange to send a copy of the email to go out to staff or other contacts on your team e.g. so they are aware of an action taken place by a website visitor, and  can then do any necessary follow-up actions or communications etc.

There are a few of ways you can do this. Which way you choose mainly depends on if you want to keep an email history record of the email getting sent to your staff and if you want an identical version of the email or a dedicated “staff” version of the email.

Three methods to include staff and other contacts on automated emails: 

• Use the BCC or CC Fields in the Sequence Email Editor
• Associate Contacts in the Other Contacts Fields In Sequence Step
• Use a Rule to Send Email Message To Staff or Other Contacts

Add Contact's Email Addresses to the BCC or CC Fields in the Sequence Email Editor

You can put your staff’s email addresses in the BCC or CC fields of the sequence email. The email addresses you enter there will get an exact copy of the sequence email that goes out to the contact at the exact same time the contact receives it.

Note that we do not keep any email history record of the BCC or CC emails being sent, just history on the original sequence subscriber contact.

Associate Contacts in the Other Contacts Fields to Receive a Sequence Email 

For any sequence email step you set up in the sequence editor, you can also choose to add any additional contacts to also receive a copy of that sequence email. This is a direct send and not a BCC or CC, so we are able to keep an email history record of the email getting sent to your additional contacts.

To do this, simply associate the additional contacts you want to receive the email at the level of each email sequence step in the sequence editor. Repeat for as many sequence email steps that you need.

Note that you can also choose to send a sequence email step to only associated contacts and bypass sending to the contact who performed the trigger. To do this uncheck the box in the Send To field in the email sequence step that says: to send Contact who is Subscribed to this Sequence for the desired email sequence step.

Use a Rule to Send Email Message To Staff or Other Contacts

If all you want to do is send a single email to someone based on any of the rule triggers you can use the rule to send the email. This can be used to send an email to both your web visitors who perform actions on your website as well as to send emails to internal staff. The email sent out via a direct rule will not check history on each send, so it will send the email to the specified contact each and every time the qualifying trigger has occurred.

Note that the Rule Editor does not assume that you want the email message to go the contact who performed the action, so you will have to check the box to include the contact.

Read more about this here:  Set Up a Rule to Send an Automatic Email

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