Client Birthday Email

This custom process sends out a birthday email to your client annually. 

Watch the tutorial and follow the steps below to get started with using automations to send birthday emails to your clients.

This custom automation has been created by the FYI team, ready to be imported to use in your practice.

What's Included

This process will be set to run on a yearly Schedule.

When importing this automation the following items are included:

Custom Fields

The following Custom Fields and their associated details are used for these processes:

Custom Views

The following Views and their associated details are used for these processes:

*This field is a custom field and will not be configured in your view on import. You will need to update the view with this custom field and filter as suggested above. See Sorting and Filtering Lists for more information

Templates

The following Templates and their associated details are used for these processes:

Initial Custom Process Set Up

To send an annual birthday email, two initial processes need to be run to populate the data and update any past birthdays, as follows: 

• Birthday Reminder - Initial Update of Client
  This process can be imported and run as a once-off to transfer the data from the Date of Birth field to the "Birthday Reminder" custom field, altering the year to match the current year.
   
  The merge field required for this custom field update is:
  {{ TriggerClientDateOfBirth | date: "%d/%m" }}/{{ "now" | date: "%Y" }}
  
  Note: We recommend that after this initial update has been run, the "Birthday Reminder" Custom Field is manually populated as part of the onboarding process for new clients. However, you may choose to run this on a schedule to auto-update any new clients moving forward. If so, the "Update Past Birthdays" automation will also need to be scheduled to update the correct year, allowing the Birthday Emails to be generated correctly. 
   
• Birthday Reminder - Update Past Birthdays - Initial Update of Client
  This process can be imported run as a once-off, using a client view and relative date filter to check for birthdays that have already occurred for the current year, and updating the custom field date to the following year.
  
  The merge field required for this custom field update is:
  {{ TriggerClient_custom_Birthday_Reminder | date: "%d/%m" }}/{{ "now" | add_interval: "1 year" | date: "%Y" }}

Setting up the Ongoing Custom Process

To send an annual birthday email each year the following process needs to be set up as follows: 

• Birthday Email
  Import the automation and then update the client view called Birthdays to filter Birthday Reminder to be Relative, today. This checks the "Birthday Reminder" custom field date for any birthdays that are today. If the date matches, an email is automatically triggered sending Birthday wishes to the client from the Client Manager.
  The "Birthday Reminder" custom field date is then updated to the following year.
  
  The merge field required for this custom field update is:
  {{ TriggerClient_custom_Birthday_Reminder | date: "%d/%m" }}/{{ "now" | add_interval: "1 year" | date: "%Y" }}

Importing this Custom Automation

Click here to download the file used to import this example Custom Process, ready for you to test and activate or customise to suit your practice (or download the file from the bottom of this article).

Note: If you are using Chrome as your browser, the link may not automatically download the zip file. You need to right-click on the download link above, select Copy link address and paste it into a new browser tab in the browser's URL field.

When you have downloaded the file you can import the Custom Process. Refer to Importing Custom Processes.

What's Next

Ensure you Review your Automation, Templates and Views. 

Templates can be located in your Knowledge workspace, you can review and personalise any imported templates, ensure that you set the Template Status to active when you've finalised your review and customisations.

Review and update the Process Controls and Process Steps for your Automation. Specific comments have been added to the steps where action is required. These will display in blue. 

After reviewing all items for your Automation, ensure you Test the Automation. When ready, set the Status of the Automation to Active. 

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