How to Create a Workflow in EMM

Workflow is an automated process that can be used to send messages to members. Once a contact enters a workflow, choose what happens next: design pathways that automatically trigger new activities such as email sends and timed delays. This can be helpful during the Onboarding process with a Welcome Message.

How it works

1. Set up a trigger to start the workflow.
2. Decide what happens next Send Email /Set Delay/ Set Condition
3. Should one / multiple emails be sent out in the workflow

If more emails are required repeat process of Send Email/Set Delay/ Set Condition.
 

Before designing the workflow
Start New Workflow
Workflow Toolkit
Workflow Settings
Connecting Nodes
Save and Activating Workflow

Before designing the workflow, it is recommended to:

Create target audience with a list or segment, to be used in the workflow.

• How to Create a List in EMM
• How to Create a Segment in EMM

Create any email campaigns to be included in the workflow.

• Creating a new campaign – recommend using Drag & Drop editor
• Remember to check the box This email campaign will be part of a work flow, found in the Edit Details section of the campaign. If this step is skipped the email will not be found when creating the workflow.​
  • How to Set a Campaign to be Part of a Workflow in EMM 

Start New Workflow

1. Click Workflows on the left navigation 
2. Click the orange + New Workflow button found at the top of the page 
3. Click the pencil icon at the top of the page, to change the name of the workflow 
   • Workflow Editor defaults current date as workflow name
   
4. Type new workflow name
5. Click on green check mark on the right of the text box to save changes 
6. Click on the connecting arrow pointing from Trigger to Exit 
   • The arrow will change to purple when it is selected
   • Press Delete on your keyboard or right mouse click and select delete to remove the arrow  

Trigger 

Double click on the Trigger icon to set the workflow trigger.

Set Trigger Criteria window
Select trigger type:

• Rules
  • Create Segment for contacts that will enter the workflow
• Timer
  • Select from existing Segments/Lists
  • Schedule Type:
    • One time
      • choose date and time and segment/list
    • Recurring basis
      • Recurrence:  choose frequency
      • For Segment/Mailing List: select from existing segment/list
      • Start on: date and time to start
      • End on: end date
• Click Set to save

 

Workflow Toolkit

Contains 4 items, these items will be referred to as nodes. They can be clicked and dragged to the middle (canvas) to build the workflow.

1. Send Email
2. Set Delay
3. Update Contact(s)
4. Set Condition

Click and Drag an icon from the Workflow Toolkit and drop it on the canvas. If the wrong node was added, click on node and press Delete on your keyboard or right mouse click and select delete.

Send Email

• Double click on the Send email icon(node) that is now on the canvas
• Select an Email Campaign window will display
  • Select workflow email campaign to send
  • 
  • Only email campaigns enabled for workflow (“This email campaign will be part of a workflow”) from Edit Email Details will appear
  • How to Set a Campaign to be Part of a Workflow in EMM
  • 

Set Delay

• Double click on the Set Delay icon(node) that is now on the canvas
• Set Delay window will display
  • Set the length of the delay and at what time to continue

Update Contact(s): Optional

• Double click on the Update Contact(s) icon(node) that is now on the canvas
• Update Contact window will display
  • Update Type:
    • List Membership – contacts can be added to an existing list
    • Contact Field – Select field information and what the value should change to
      • Caution this field update stays in email marketing and does not update into the accounting system

Set Condition – Optional

• Double click on the Set Condition icon(node) that is now on the canvas
• Select a mailing list or segment window will display
  • Check if contacts belong to another list or segment
    • Yes, they would follow “yes” branch
    • No, they will follow “no” branch
• Example: A Segment was set up to look for contacts that did not open the Welcome Email in the last 7 days. Anyone that didn't open will go down the 'yes' branch and the welcome email can be resent to those contacts. If they did open the email and not part of the segment, they can follow the 'no' branch and exit the workflow.

When items required for the workflow have been successfully added to the canvas and the properties defined, the nodes must be connected.

 Connecting Nodes

1. Hover cursor over the Trigger or any node on the canvas, purple circle appears on the node
2. Click on Purple circle that appears and drag towards next node in the workflow
3. An arrow will appear to connect the nodes
4. If the wrong nodes were connected 
   • Click on the connecting arrow 
     • The arrow becomes purple when selected
   • Press Delete on your keyboard or right mouse click and select delete

Continue connecting nodes, remember the last arrow should be connected to Exit node to complete the workflow.

Workflow Settings

Show hover descriptions: check to display description of tool/node
Contacts can enter this workflow once: uncheck box If you want contacts to be able to trigger the workflow more than once

Save and Activating Workflow

When all the nodes are connected and Workflow Settings are determined.

1. Click Validate & Finish found on the top of the page. This checks for Errors in the workflow. 
2. On the Workflow Summary page, Activate button should be enabled when there are no errors 
3. Click Activate to start the workflow

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