How to set up email notifications for your inbox with automations – Vista Social

Use automations to get an email whenever new inbox activity matches your criteria. It's a simple way to alert your team about partnership requests, sales leads, urgent messages, support questions, or any conversation that needs quick attention.

What this automation does

Inbox automations watch incoming comments or messages and send an email to selected users or external recipients when a message meets your trigger conditions. For example:

New partnership or collaboration requests
Sales inquiries
Customer support messages
Messages from VIP customers
Messages with urgent keywords
After-hours messages

Note

Make sure the profile you want to monitor is connected to Vista Social and supports inbox messages. See Which engagements does Vista Social support for each network?

How to create an email notification automation

Step 1: Start a new automation

1. Go to Automations from the main menu.

2. Click Create automation in the top right corner.

Create automation button on the Automations page

3. Select Create from scratch and click Continue.

Setup new automation window with Create from scratch selected

Step 2: Name the automation and choose the profile

1. Under Name, enter a clear internal name, such as Partnership alerts, Sales lead notifications, or VIP inbox notifications.

Name field in the Create automation window

2. Under Profile, select the social profile the automation should monitor.

Profile field in the Create automation window

Step 3: Set the trigger

1. Under Event, select the inbox activity to monitor, such as direct messages or comments. The options depend on the network.

2. Set when the automation runs. You can use any of these:

Detect intent: describe it in your own words, for example "When someone reaches out for a partnership or collaboration".
Must include keywords: for example pricing, demo, quote, support, urgent.
Must not contain keywords: exclude messages you don't want to be notified about.

Trigger settings with Event and Detect intent

3. Click Continue.

Step 4: Add the email action

1. In the action dropdown, select Send emails.

Send emails in the action dropdown

2. Choose who gets the email. You can use one or both options:

Select users: choose teammates who already have access to your workspace.
Add recipients: enter any external email address, such as a shared sales or support inbox.

Select users and Add recipients fields

3. Click Save and Set Live.

That's it. The automation now watches your inbox and sends an email whenever a message matches your conditions.

Automation ideas

Sales lead alerts: trigger when messages include demo, pricing, quote, or enterprise.
Support escalation alerts: trigger when messages include issue, broken, urgent, or refund.
Partnership requests: use Detect intent to catch collaboration or sponsorship requests.

Frequently Asked Questions

Q: Can I notify more than one person?

A: Yes. You can select several users and add several email recipients.

Q: Can I use this for Instagram or Facebook messages?

A: Yes, as long as the connected profile supports inbox messages and automations.

Q: Can I create more than one email automation?

A: Yes. Many teams use separate automations for leads, support, and VIP messages.

Q: What happens if a message doesn't match my rules?

A: Nothing. The automation only runs when a message meets your trigger conditions.

Need help?

Reach out to our support team, and we are happy to help.

Inbox Automation Triggers & Actions by Network

Getting started with the Social Inbox