Stay on top of incoming messages by using automations to send email notifications whenever new inbox activity matches your chosen criteria. This is a great way to alert team members about partnership requests, sales leads, urgent messages, support inquiries, or any conversations that need quick attention.
What this automation does
Inbox automations can monitor incoming comments or messages and automatically send an email notification to selected users or external recipients when a trigger condition is met.
Examples include:
- New partnership or collaboration requests
- Sales inquiries
- Customer support messages
- VIP customer messages
- Messages containing urgent keywords
- After-hours notifications
Before you begin
Make sure the social profile you want to monitor is already connected in Vista Social and supports inbox messaging. Learn more here.
How to create an email notification automation
Step 1: Open automations
Go to Automations from the left-hand menu.
Click Create automation in the top-right corner.
Step 2: Choose setup type
Select Create from scratch. Click Continue.
Step 3: Name your automation
Enter a clear internal name, such as:
- Partnership alerts
- Sales lead notifications
- Instagram support alerts
- VIP inbox notifications
Step 4: Select the profile
Choose the social profile you want this automation to monitor.
Step 5: Choose the trigger event
Under Event, select the inbox activity you want to monitor.
Common options include:
- Direct message
- Comments
- Other supported inbox triggers depending on network
Step 6: Define trigger rules
Use the available conditions to control when the automation runs.
You can use:
- Detect intent
- Must include keywords
- Must not contain keywords
Examples:
Detect intent:
When someone reaches out for a partnership or collaboration
Keywords:
pricing, demo, quote, support, urgent
Once your trigger settings are complete, click Continue.
Step 8: Add email notification action
From the action dropdown, choose Send emails.
Step 9: Choose recipients
You can notify:
- Yourself
- Specific teammates
- External email addresses
Use one or both of these options:
Select users
Choose users already inside your workspace.
Add recipients
Enter any outside email address.
Examples:
Step 10: Save and activate
Click Save and Set Live.
Your automation will now monitor incoming inbox activity and send email alerts automatically!
Example automation ideas
Sales lead alerts
Trigger when messages contain:
demo, pricing, quote, enterprise
Support escalation alerts
Trigger when messages contain:
issue, broken, urgent, refund
Partnership requests
Trigger when intent suggests collaboration or sponsorship interest.
Frequently Asked Questions
Q: Can I notify more than one person?
A: Yes. You can select multiple users and add multiple email recipients.
Q: Can I use this for Instagram or Facebook messages?
A: Yes, if the connected profile supports inbox messaging and automations.
Q: Can I create multiple inbox email automations?
A: Yes. Many teams use separate automations for leads, support, and VIP messages.
Q: What happens if no rules match?
A: The automation will not run unless the message meets your trigger conditions.
Need further help?
If you have any questions or need additional help, feel free to contact our awesome support team. We are here to assist you! 💙
Related Reading:
How to use internal notes in Inbox
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