Workflow Rules and List Segments in Zoho Campaigns.
The lack of information about specifically how these functions work is quite frustrating when setting up a new system, so I wanted to ask some general questions to try and nail down exactly how these functions work.
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Example situation:
I synchronise a list from Zoho CRM with Zoho Campaigns everyday at 06:00 called
All Contacts
It includes a custom field for each contact called '
Service-A' which can be Yes or No.
At the moment all of the contacts have the custom field '
Service-A' set to a value of
No.
The synchronisation works OK and runs for several days.
All of the contacts exist in the
All Contacts list in Campaigns.
We then create a segment of that list called
Current Service A customers
We set the criteria to be Contacts with the custom field 'Service-A' set to Yes.
At the moment the segment is empty as none of the contacts have the field set to Yes.
We then create a signup based autoresponder based on the Segment
Current Service A customers.
We set a series of four emails to be sent when a contact is added to the list.
This is where my questions start:
1. We now select one Contact in Zoho CRM and we change the value of Service-A custom field for that contact to Yes.
The synchronisation to Zoho Campaigns happens at 06:00 the following morning.
The contact becomes part of the list Segment
Current Service A customers.
What happens next. Does the signup based autoresponder based on the Segment Current Service A customers fire and start sending the series of emails to that contact?
{answer}
2. After doing the above, several days later, we go back to the contact in Zoho CRM and we change the custom field for that contact so 'Service-A' is now set to No. The synchronisation occurs again at 06:00 the following morning. The contact is removed from the list segment
Current Service A customers.
A month later we go into the same contact in Zoho CRM and we change the custom field for that contact again. This time we set it to Yes. The following morning the contact appears on our list segment again - does the signup based auto responder fire again and start sending the sequence of emails to the contact this time round?
{answer}
----------------------------------------------
Next situation:
As before:
I synchronise a list from Zoho CRM with Zoho Campaigns everyday at 06:00 called
All Contacts
It includes a custom field for each contact called '
Service-A' which can be Yes or No.
It also includes another custom field called '
Colour', which can be Red or Green.
At the moment all of the contacts have the custom field '
Service-A' set to a value of
No.
They have the custom field
'Colour' set to Green.
The synchronisation works OK and runs for several days.
All of the contacts exist in the
All Contacts list in Campaigns.
This time round I create a workflow rule which says:
If a contact record has the custom field
Service-A' set to 'Yes' then the contact is added to another list called '
Current Service A Customers'.
It is not set to remove the contact from the original All Contacts list as part of the workflow.
A couple of days later I change one contact's field 'Service-A' in CRM to a value of 'Yes'.
The synchronisation occurs to campaigns and the contact with 'Service-A' set to Yes is now appearing in two lists, it is in
All Contacts and
Service A Customers.
The following day, I go into CRM and change the custom field
Colour for that same contact from Green to Red.
The following day at 06:00 synchronisation occurs.
Questions:
1. If I look at Campaigns now the same contact will appear in
All Contacts list and
Service A Customers list. What will the value of the Colour field be shown as in each list?
{answer}
2. If I had setup a signup based auto responder on the
Service A Customers list that does the following:
- Sends a series of welcome emails, then
- Adds the contact to a new list called Service A Customers already welcomed'
- Removes the contact from its original list Service A Customers
Then what does my original workflow rule do? This is set to look for contacts where the
'Service-A' field is set to 'Yes' and add them to the
Service A Customers list. The auto responder has just removed the contact from that list.
Does the workflow rule put the contact back into the 'Service A Customers' list and if so when does it do it, at the synchronisation? or immediately? or does it wait until another field is changed in CRM to trigger it?
{answer}
If the workflow rule puts the contact back into the
Service A Customers list, will the sign up based autoresponder trigger again and send the emails again when this happens?
{answer}
I realise there are five specific questions here requiring an answer and I sometimes struggle to understand the responses so I have placed some
{answer} indicators in the original text to show which bits need a response and hoped you could insert the relevant answers there to make it easier to understand the responses in line with the original questions?
Hope clarifying how the workflows and segments work more clearly will be of benefit to others as well.
Kind regards
Rob
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Rob Hammond
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