Workflow Settings
How do I remove a contact from the workflow?
In long-running or multi-step workflows, you may need to remove a specific contact manually—for example, if they no longer qualify for the campaign, have requested exclusion, or are being handled through another process. Instead of stopping the entire workflow, you can remove that contact while allowing the workflow to continue for others.
To do this, first identify the contact and review their current position within the workflow so you can confirm they are still active and understand which step they are in.
You can search for the contact in the “Contact Path” and click the Remove from workflow option.
What are Exit Criteria and why do I need them?
As contacts move through a workflow, there are situations where continuing to send follow-ups or actions is no longer necessary. This usually happens once a contact has already completed the intended goal of the workflow. Exit Criteria helps you define a clear stopping point so contacts don’t receive redundant or irrelevant actions.
What is the Re-enroll Condition?
In some workflows, the same contact may need to go through the flow again based on repeated actions or recurring behavior. This is especially useful when workflows are tied to list membership or form submissions that can happen more than once.
When this is enabled, a contact can re-enter the workflow when they meet the entry criteria again.
What does “enable re-enrollment” mean?
Some workflows are designed to respond to recurring actions, such as repeated list joins or form submissions. In these cases, you may want the same contact to experience the workflow again instead of being restricted to a single run.
Enabling re-enrollment lets the same contact enter the workflow more than once if the trigger happens again (e.g., the contact joins a list multiple times).
What happens if re-enrollment is disabled?
Some workflows are meant to run only once per contact, especially when the communication is time-bound or tied to a single event.
If re-enrollment is disabled, they will go through the workflow only once, even if the entry/trigger conditions match again later.
When should I disable re-enrollment?
Certain workflows are designed as one-time experiences and repeating them could cause confusion or redundancy. For one-time workflows (e.g., a welcome series or event registration confirmations), you may want each contact to go through it only once.
What does “For contacts who've not met the workflow's trigger configurations” mean?
Not all contacts will continue to meet the original conditions that brought them into a workflow. This setting helps you decide how strictly the workflow should react to such changes.
This option allows you to determine whether the contact that did not match the trigger condition should be present in the workflow.
What is the Settings section in Automation in Zoho Campaigns?
Every workflow needs control points to manage how contacts enter, exit, and move through it over time.
The Settings panel lets you control how contacts move through the workflow whether they exit after achieving goals, get removed if they don’t meet the trigger, or can re-enter the flow again in the future.
Where can you find the Settings in a workflow?
In your workflow editor (workflow builder), look at the top-right corner. You’ll find the Settings gear icon. Click it to configure the workflow behavior.
What is the Enable Exit Criteria setting?
When a workflow has a clear objective, it’s important to stop communication once that objective is met.
This allows you to set a condition to automatically exit contacts from the workflow once they’ve achieved their objective (like opening an email, clicking a link, or purchasing something).
Why should I use exit criteria?
Exit criteria helps you avoid unnecessary follow-ups after a contact has already taken the desired action.
Suppose your goal is to get the contact to click a product link. Once they do, you don’t need to send more emails; you can set that as the exit point.
What happens if I don’t enable exit criteria?
Without a defined exit point, workflows continue regardless of whether the goal has already been achieved.
The contact will continue through all of the steps, even if they have already achieved the workflow’s goal.
What will happen if I choose “Don't remove these contacts from the workflow”?
This option is useful when continuity matters more than eligibility changes.
The contacts will continue through the workflow even if they no longer meet the entry conditions.
When should I keep contacts that no longer meet the entry conditions?
Some workflows are meant to complete once started, regardless of changes in contact data.
Keep them if your goal is to finish communication once it’s started (like a welcome series), even if they have set up segment criteria and the contact no longer meets the segment criteria.
What will happen if I choose “Remove these contacts from the workflow”?
Contacts will be removed from the flow as soon as they stop meeting the entry condition.
When should I remove contacts that no longer meet the entry condition?
Removing contacts helps maintain relevance in tightly scoped campaigns.
If your automation is highly targeted, such as a high-priority-only campaign, you should remove anyone who no longer qualifies.
What does the List Entry checkbox mean? Why would I use this setting?
Some workflows rely on list-based triggers that can occur multiple times.
It means that re-enrollment will happen when the contact is added again to the list used as a trigger. If you want to resend onboarding emails every time someone signs up again (maybe through different lists or forms), this ensures they receive them.
What is the More menu in Zoho Campaigns automation used for?
Once a workflow is built, you may need quick access to actions that help you manage or reuse it without editing the flow itself.
The More dropdown in the top-right corner of a workflow gives you additional management actions you can take on the workflow - like cloning, deleting, saving it as a template, or downloading it as an image.
What does Clone do?
When you want to reuse an existing workflow structure without starting from scratch, cloning provides a fast shortcut.
This makes a copy of your current workflow, including all of its components (e.g., messages, conditions).
Why should I clone the workflow?
Cloning is useful when workflows follow a similar logic but serve different campaigns or audiences.
You’ve built a welcome flow for Product A and want to create a similar one for Product B. Simplyclone it and update the necessary details.
How do I clone the workflow?
Cloning can be done directly from the workflow view without affecting the original version.
To clone the workflow, go to Automation Workflows, open the workflow, and click Clone.
What does the Delete option do?
Deleting helps you remove workflows that are no longer required or were created for testing.
It permanently removes the workflow from your automation dashboard.
When can I delete the workflow?
Not all workflows can be deleted immediately, depending on their status.
You created a test or draft automation that’s no longer needed. Just delete it to keep your dashboard clean. Please note that you can only delete the workflow if it’s in a draft state. In order to delete the active workflow, it has to be in a shutdown state.
What does "Download as Image" mean?
Sometimes, you may need a static version of the workflow for reference or sharing with important stakeholders.
The “Download as Image” option lets you download a snapshot of the workflow as a PNG image file.
Why should I download the workflow as an image?
Downloaded workflow images are helpful for reviews, discussions, or documentation.
Download the workflow as an image if you want to present the workflow to your marketing team or management during a meeting, or store it for documentation/audit purposes.
What happens when I click Save as Template?
Templates help standardize automation across teams or campaigns.
It saves the current workflow layout (structure and logic) to your template library, so you can reuse it in the future.
Why should I save my workflow as a template?
Saving templates avoids rebuilding common workflows repeatedly.
Say you create automation flows for different clients or campaigns with a similar structure. Instead of building each from scratch, save a master version as a reusable template.
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