To build and view workflows, you’ll need Create Workflows permission. People with Manage Users permission can enable this in the Account section.
The Workflows grid is the central place to view, edit, and create workflows. When you create a workflow, you first select the activity that will set your workflow in motion.
Get started
Follow these steps as you create a workflow.
- Go to Email > Workflows
- Click the Create Workflow button
If this button is grayed out, you do not have permission to create workflows. - Give your workflow a name (max 75 characters) and add labels
- Select the activity that starts a workflow
Keep reading for more details. - Make selections to complete your settings
- Continue to the Workflow tab
Your selections will be saved.
Workflow concepts
There are two ways that workflows can run: One-time and Ongoing. Knowing how they work will help you decide which option to select.
|
One-time workflow |
Each campaign in workflow sends one time on a specific date to the same group of people |
|
Ongoing workflow |
The first campaign in the workflow sends at the scheduled time or in real-time to new people from you CRM who meet the trigger criteria. Any additional campaigns combine people into groups that move through the workflow together. |
Select the activity that starts the workflow
After you name your workflow, you will be directed to the Settings tab. You will be asked to select the activity that will start your workflow.
One-time workflows
|
List activity |
Member of list |
Send to people who are in a specific list on the date and time when the workflow starts |
|
Email activity |
Opened |
Send to people who did open a specific campaign |
|
Email activity |
Clicked |
Send to people who did click any link in a specific campaign |
|
Email activity |
Clicked specific link |
Send to people who did click a specific link in a specific campaign |
|
Email activity |
Did not open |
Send to people who did not open a specific campaign |
|
Email activity |
Did not click |
Send to people who did not click a specific campaign |
|
Email activity |
Received |
Send to people who did receive a specific campaign |
Ongoing workflows
|
CRM activity |
Data stored in CRM |
This type of workflow sends to customers based on data in your CRM, such as people who are attending an event. WordFly will regularly pull in new groups of people from your CRM who meet the requirements and send according to your schedule. |
Make selections
For list activity, you will…
- Select the list that contains the subscribers to include in the workflow
If you haven’t created your list yet, go to Subscriber > Lists to create it and import subscribers.
For email activity, you will…
- Select the campaign that subscribers need to open, click, or receive to be included in this workflow. The campaign must have already been sent.
- For Clicked Specific Link, select the tracked link(s) that they need to click to be included in this workflow
For CRM activity, you will…
Follow the same steps as if you are importing a List Manager list for a campaign.
- Select the List Manager list
- Select an output set
- Select the promotion attributes needed to send data back to your CRM
- Map the CRM list fields to WordFly data fields
When you have made your selections, click the Workflow tab to continue to the workflow builder.
Suppress subscribers from workflows
A workflow suppression list is a WordFly list containing subscribers who will be excluded from campaigns in the workflow. Every time a workflow campaign sends, subscribers in the suppression list are excluded from the deployment.
Add a suppression list
A suppression list can be added to any type of workflow.
- On the Settings tab, enable the Suppress subscribers toggle
- Click Select list and choose one from the available lists
(If you haven’t created one yet, go to Subscribers > Lists and import the addresses you want to exclude.) - Your selection will be saved
Add a suppression list to a CRM workflow
For CRM activity workflows, the suppression list can be configured to dynamically import subscribers from the CRM. You can do this by clicking the Configure link. You’ll follow similar steps as when you select the import settings for a List Manager list import or triggered campaign.
Each time the workflow runs, subscribers are imported from the CRM into the suppression list based on the criteria defined in the CRM and will be excluded from any additional campaigns in the workflow.
- On the Settings tab, enable the Suppress subscribers toggle
- Click Select list and choose one from the available lists
(If you haven’t created one yet, go to Subscribers > Lists. The list can have 0 subscribers if you are continuing on to steps 3-7.) - Click Configure to add dynamic import settings
- Select a List Manager list
- Select an output set
- Map the CRM list fields to WordFly data fields
- Click Save and Finish
Keep reading
- Select workflow settings
- Use workflow builder to set up components
- Review and test campaigns
- Activate a workflow