How to Create an automated Workflow

The following instructional guide will give an overview on how to create an automated workflow.

Click on Automate in your main menu. This will take you to a section that helps you create, manage draft and published workflows.

Click the “Create” tab from the navigation.

Select either the “Get Started” button on either of the “Create from Scratch” or the “Create from Template” widgets to start creating your automated journey from a blank canvas or one of our pre-built templates. We have a wide library of templates available from Demand Automation to Retention Automation concepts.

Once you have selected the concept of journey you want to begin with you will then be prompted with a pop up to give your Journey a name, this is an internal name, you should name it something clear which will not cause confusion. This is editable within the next window if you change your mind at a later stage. You will then be required to give your Journey a description and categorise it from the topic area dropdown.

Step 1 - Canvas You will then be prompted with the Workflow canvas. If you previously had selected one of our pre-built templates this will be populated with triggers, actions and conditions for you to drop your content into.

If you opted for the “Create from Scratch” option then you will be presented with a blank canvas.

To the top right hand corner of the Journey is the actions button, here to can manage your journey:

View Templates: This will present to you the pre-built templates from the “Create from Template” button on the previous window. This allows you to drop a template into the canvas if you have changed your mind from starting from a blank canvas.

Save Screenshot: This allows you to download a PNG image of the current state of the Workflow. This is a good feature if you want to send across your Journey to another member of staff for approval without them having to log into the platform etc.

Add a Goal: This allows you to assign a goal to the Journey. You will be prompted to name the goal, allocate a conversion target, outline an action which defines a conversion and the expected conversion time frame. To the top right hand corner you have the different view options for Journeys, please note canvas view is the only option available within the builder.

Step 2 - Designing Your Workflow

By clicking the green “+” on the right hand side of the canvas, this will release to you the elements which you will build your Journey from.

Triggers: All Journeys start with at least one trigger. Triggers are used to start journeys or kick off specific events within the journeys.

Time Trigger: Adds contacts from a list to the Journey at a set date or time. This is a useful trigger to use for IP warm up. To customise your time trigger is straightforward, simply select the list you want to send to, the time you want it to send and the timezone that you want it sent.

Segment Trigger: Adds contacts from a custom built list to the Journey.

List Trigger: Adds contacts on a list into the Journey. You can choose from everyone who is on the list at a point in time, everyone who has added that list in the future, all current on lists plus all those added in the future.

Email Activity: Allows you to add a contact to a Journey depending on how they interact with an email within a journey. You’ll be able to choose between specific or all emails within a journey. The target activities that can activate the trigger are sent, opened, clicked, bounced, unsubscribed.

Page Visited: Uses our site tracking data to onboard users onto a Journey when a contact visits a page on your website. You will need to enable site tracking by adding our code snippet to your website before using this Trigger.

Status Change: Begins an automation when a deal changes to a different stage. Select the Pipeline you want to apply the trigger to, and specify the exact movement between stages you want to target. You can set this trigger to begin an automation when a contact moves from.

Deal Status Change: Onboard contacts when their status of a selected deal changes on a selected pipeline. A pipeline’s deal’s status includes “Won”, “Lost”, “Closed” or “Deleted”

Enters A Pipeline: Onboards a contact onto the Journey when they enter a selected pipeline.

Score: Onboards a user onto the Journey based on the contacts lead score.

Goal: Onboards a contact onto the Journey when they complete a specific goal. This could be visited 3 pages on your website.

Web Form: This onboards contacts who have engaged with a Web Form campaign.

Web Pop Up: This onboards contacts who have engaged with a Web Pop Up campaign.

Actions: Actions are what you choose to do with your journey passengers.

Eject From Workflow: Passengers that pass through this action will be ejected from the Journey immediately. This is a useful action for those contacts who unsubscribe from emails.

Add to List: Add any passenger that passes through this tile to a specific list. This can be used for opened an email to capture those contacts who are engaged for further marketing.

Remove From List: Allows you to remove leads you to manage your contact lists and keep them tidy.

Email: Sends an email to those contacts who pass through the tile. You will be able to select from email templates, existing campaigns and the option to upload an HTML email.

Send Notification: Create internal notifications to your team. This can be used when a contact is added to the Pipeline.

Add to Pipeline: This action updates the deal within the Pipeline.

Update Score: Update a contacts lead score based on the Journeys activity.

Add to Facebook Audience: Add the contact to a Facebook custom audience for marketing.

Remove from Facebook Audience: Removes contacts from lists in Facebook Business Manager.

Create Activity: Create sales activities for your team based on Journey steps. You'll be able to select an activity type and assign it to a specific platform user days, weeks or months after the prospect has passed through this step.

Conditions: Conditions decide if passengers will continue on the workflow or diverge on different paths

Time Delay: Delays any contact passing through it for a set amount of time. For example, when sending a personalised email to a person that has filled in a form, you can add a 15-minute time delay rather than the email being sent immediately.

Check Email Status: Checks whether a contact has interacted with a specific email in a selected way before passing through. These include not opened, opened, clicked, engaged, bounced and unsubscribed. This is a good way to carry out more target marketing e.g. if a contact has opened the previous email, send a sales email and if not, send another marketing email.

Is on List: Checks to see if the passenger is present within a given list. With this information, the user can tailor the journey to complete different actions based on the passenger. You do not have to connect both the “yes” and “no” options

Check Pipeline: Check if / when your passengers are in a particular Pipeline and Pipeline stage.

Each stage of the Workflow will need connected via linking. To do this click on the green arrow on the previous tile to create the link to the following tile.

Step 3 - Publishing Your Workflow To launch the Workflow you must initially save it. Click the white save options button on the top right-hand corner. You will be prompted with:

Once you have completed your Workflow, click save options and then the appropriate save option. Please note you will need to save the Journey before publishing.

• Save Draft: Saves the Workflow as a draft to return to at a later date. • Save Draft & Exit: Will save your Workflow as a draft, and redirect you back to the campaign. • Save as Template: Will save your Workflow as a template to your asset bank under the design area. • Exit Without Saving: Abandon your Workflow. This is not irreversible.

You can then click publish Workflow to launch your campaign.

If you have saved your Workflow as a draft you can view it in the Planner area of Workflows and Published within the published tab in the Workflows area.