User scenario

Create an instant workflow

1. From the Navigation toolbar, select Automation and choose workflows.
   
2. Click Create Workflow present at the top-right corner.
   
3. Click Conditional Workflow , and select click Create under Instant.
   
   
4. Provide the following information:
   
   • Name for the workflow for your reference in the future.
     
   • Select a mailing list to associate with the workflow. If necessary, you can create a new mailing list.
     
   • Set up criteria defining the conditions with which your contacts should be categorized. You can set up to six criteria and set the criteria pattern as of your choice. You can also define the conditions based on consent status as a criteria.
     
   • Select an action to be performed. You can select any number of actions:
     
     • Remove contacts from list: Contacts who meet the criteria will be removed from the mailing list.
       
     • Add contacts to another list: Contacts who meet the criteria will be added to another mailing list i.e, a target list. Select the target list from the dropdown. You can also create a new mailing list as your target list.
       Mark as Smart List
       You can mark your target list as a Smart List . (A Smart list will contain only those contacts who meet the defined criteria.)  When you mark your target list as a smart list, the workflow will add the contacts who meet the specified criteria to the smart list.
       After the workflow is activated, if any contact already present in the smart list stops meeting the criteria, then they will automatically be removed from the smart list. Also if any new contact added to the smart list through the workflow (i.e., those who met the specified criteria), stops meeting the criteria, they will be removed from the smart list. Thus the smart list, at any point of time, will hold only those contacts who match the criteria specified in the workflow.

       

       Note : The contacts who don't meet the criteria will be removed ONLY from the smart list but will remain active in your mailing lists.
     • Send email to contacts who meet the criteria. Create a new campaign and configure content. You can choose to send it immediately, or schedule it for later.
       Note : The email will be sent ONLY ONCE to contacts in your mailing lists, so the same contact will not receive the same email twice.
     • Push to Zoho CRM the contacts that meet the criteria. You can either push all contacts to Zoho CRM or update just the existing contacts' Campaigns related information in Zoho CRM. To push contacts, you will have to configure mapping with your Zoho CRM account.
       
     • Update fields of the contacts who meet the criteria. Select the field to be updated and provide a value for the field. You can choose to update any number of fields. In update field you can do one of the following:
       
       • Text fields: Overwrite the existing text value or append text to the existing value.
         
       • Integer fields: Overwrite the existing integer value or add or subtract an integer from existing value.
         
       • Date and time fields: Overwrite the existing date and time with any value or update to the date and time when the action occurs.
         
     • Add contact score to contacts that meet the criteria. Select a score to be added.
       
     • Assign tags  to contacts who meet the criteria that you define.
       
     • Associate webhook Send details of contacts who meet the workflow criteria using webhooks. Select the webhook you want to associate. If necessary, you can create a new webhook.
       
     • Remove tags  from contacts who meet the defined criteria and are already assigned with a tag.
       
5. Click Activate Now  to enable workflow immediately or click  Save as Draft for use in the future.
   

Once activated, the workflow will be triggered every time conditions are met. You can pause and reactivate the workflow at any time.
 

Changing criteria pattern

Use Case

 

Ordering and re-ordering instant workflows in the list view

1. From the Navigation toolbar, select Automation and choose workflows.
   
2. In Workflow list view, drag and drop the Workflow to an appropriate position.
   
3. A pop-up will prompt you to confirm the reorder.
   
4. Click OK.
   

Workflow reports

1. From the Navigation toolbar, choose Automation and select Workflow.
   
2. Select the workflow for which you want to view reports.
   
3. Navigate to the intended action and click View Reports.