Marketing Automation Strategy<\/a> article.<\/p>\nSet up a new workflow<\/h2>\n
The first step is to create a new workflow and give it a name. Go to Automation<\/strong> > Workflows<\/strong> and hit the green New workflow<\/strong>\u00a0button at the top of the page. This will bring you straight to your workflow edit page, where you can rename your workflow with a name that makes sense for you. Users won\u2019t be able to see this name and you can rename this at any point.<\/p>\nEntry point<\/strong>
\nEvery time you create a new workflow, the first and last actions will already be set into your workspace. The first action is to determine how your contacts enter this workflow. To set this select the cog icon.<\/p>\nYou\u2019ll be shown a window like the one below where you\u2019ll be able to set up your Entry point in a few steps.<\/p>\n
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\n- Pick a list<\/strong>, if you want the Entry point to be based on a specific list, otherwise leave it set to \u201cEveryone\u201d, which should be pre-selected by default.<\/li>\n
- Pick a trigger<\/strong>. If you know what your target is then you just need to tell the system how to identify those users. Triggers can be based on Email interactions (i.e.: contacts who have opened a specific email or who have clicked on a specific email link), Event status (i.e.: contacts who have attended a specific event) or a Segmentation change. This third trigger gives you many options: for example, you can select an Email preference change (i.e. users who have just subscribed for a specific communication), a Field change (i.e. contacts whose job title has just been updated), a Segmentation change (i.e. users who\u2019ve just been assigned to a different Sales Manager), and more.<\/li>\n
- Add conditions<\/strong>. Once the trigger is defined, you can play with the Options<\/strong> tab of the Entry point window to add conditions to better define your target. For example, you can choose to apply the trigger just to contacts assigned to a specific Sales manager or subscribed to a specific communication.<\/li>\n<\/ol>\n
Exit point<\/strong><\/p>\nThe second action we’ve placed onto your workspace is the exit point for the workflow. Once you have completed your workflow you can connect your final stages to the exit workflow icon.<\/p>\n
Add actions<\/strong><\/p>\nTo build your workflow you now have the option of four different activities. To place an activity into a workflow, simply hold and drag it anywhere on your workspace, then select the cog button to edit the settings and configure the activity.<\/p>\n
Send email<\/strong><\/p>\nOne of the simplest actions that you can add to your workflow is the launch of an email. When setting up this action in your workflow, from a window like the below one, you\u2019ll be asked to pick up your email from a list. The dropdown will include all the emails saved in your account. This means that, before scheduling the email launch in your workflow, you\u2019d need to build it, test it, and add tracking to it, exactly like any other email launch. Once the email is ready and tested, you can select it from the window below and even edit the sender details before scheduling it into your workflow.<\/p>\n
![\"\"](\"\/learn\/wp-content\/uploads\/2022\/10\/125.png\")
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Send alert email<\/strong><\/p>\nYou can also use a workflow to send \u201cinternal\u201d alert emails to notify your team or Relationship Managers of a client action or update. When setting up this action, you\u2019ll first be asked to choose who to send the alert to, picking up one option between a specific email or a Relationship Manager (in which case the notification will be sent dynamically to the RM assigned to that user). Once an option is selected, you\u2019ll be asked to set up the alert details filling the fields in as shown below.<\/p>\n
Change segment<\/strong><\/p>\nYou can ask the workflow to automatically update the contact segmentation, picking up from any existing segmentation and segment in your account.<\/p>\n
![\"\"](\"\/learn\/wp-content\/uploads\/2022\/10\/126.png\")
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Change workflow<\/strong><\/p>\nIf you already have other workflows in place, you can decide to send contacts from one workflow to another. Let\u2019s say, for example, that you have already set up a workflow to nurture contacts on a specific topic, and that you\u2019re now setting up a new workflow to welcome new contacts. The first action in this new workflow could be to send new users a welcome email with an overview on a few topics with one CTA per topic. You could then decide to send users to a dedicated workflow if they show interest by clicking on a specific CTA.<\/p>\n
After placing and configuring your activities, the next step is linking each activity with triggers. To do this, hold the grey semi-circle and drag the connector to its destination. The arrow that appears will snap to each activity. Once it is connected, a pop up will appear where you can configure the trigger. When connecting a Send email<\/strong>\u00a0to another action, or to the Exit point, for example, you could select as a trigger the Open of the email or the Click on a specific link and so on.<\/p>\nAdd global rules<\/strong>
\nIn addition to the actions set up, you can also apply Global rules<\/strong> to your workflow. These global rules will bypass the action settings. You could, for example, decide to always make contacts exit the workflow straight away (ignoring any remaining action set up) if they unsubscribe, or if they are assigned to a different Relationship Manager and so on.<\/p>\nSave and push the workflow live<\/strong><\/p>\nYour work will automatically save as you go along.<\/p>\n
When you’re ready you can activate your workflow, by switching Activate workflow<\/strong>, on the top right of your page. You can also do this on the overview screen by selecting the pause \/ play icon next to any workflow.<\/p>\nDelete or edit your workflow<\/strong><\/p>\nIf you need to delete a workflow or edit the advanced settings locate the cog in the top right corner. Alongside here you can find further help on our workflow builder by selecting the question mark icon.<\/p>\n
Workflow reports<\/h2>\n
Once created, your workflow will appear on the workflows page (Automation > Workflows<\/strong>). On this page you\u2019ll find all your workflows, and you\u2019ll immediately be able to see which ones are live, how many activities they have scheduled and how many contacts are currently active on that specific workflow. If you click on the number in the Active contacts<\/strong> column, you\u2019ll be able to see who they are and even manually remove them from your workflow if you want to.<\/p>\nIt\u2019s important to bear in mind that contacts can only enter each workflow once. This means that those contacts who\u2019ve already gone through your workflow won\u2019t be able to re-enter it in future. They will of course be able to enter other workflows.<\/p>\n
If you click on the Activities number, you\u2019ll then have access to the workflow structure and be able to edit it. By clicking on the workflow name you\u2019ll be able to access the stats and reports related to that specific workflow.<\/p>\n
![\"\"](\"\/learn\/wp-content\/uploads\/2022\/10\/127.png\")
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![\"\"](\"\/learn\/wp-content\/uploads\/2022\/10\/129.png\")
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Deleting workflows<\/h2>\n
StoneShot automated workflows are powerful tools that can help you nurture the relationship with your clients and make your life a lot easier by eliminating time-consuming tasks and reducing the risk of human error.<\/p>\n
To access workflows on the StoneShot platform, you will need to be an Admin or Manager user. You can delete workflows via the steps below:<\/p>\n
![\"image\"](\"https:\/\/cdn.stoneshot.com\/e\/stoneshot\/images\/learningsite\/deleteworkflow1.png\")
<\/li>\n![\"image\"](\"https:\/\/cdn.stoneshot.com\/e\/stoneshot\/images\/learningsite\/deleteworkflow2.png\")
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