Manage topics in workflows - Online Help | Zoho Campaigns

Manage topics in your Workflows

Topic management allows you to send emails related specifically to the topics your contacts have subscribed to. As a result, your contacts will receive relevant emails containing content that they are interested in.
Let's say you have a business with multiple products on offer. Your customers may only be interested in one or more of those products. To ensure that your customers only receive emails related to the products they are interested in, you can organize the products into topics and let them choose which products they would like to hear more about.
Note: If you've configured multiple topics for your organization, then topic management is necessary to send email campaigns. If there are contacts that are not associated to any topic in your workflow, they might get skipped from the send email components of the workflow. 

Manage topics in your Workflows

Let's learn how topics fit in to your workflows.
You can associate topics with your contacts in workflows using the Subscription Management component. To subscribe topics to your contacts in workflows using subscription management, following the se steps:
  1. From the Navigation toolbar, select Automation and click Workflows .
  2. Click Create Workflows in the top-right corner.
  3. Select a workflow template available and click Use Template , or click Custom Workflow to design your own workflow.
  4. Drag and drop a trigger from the panel on the left onto the canvas and configure it.
  5. Drag and drop the Subscription Management action component from the left panel under Action -> Productivity section onto the canvas and click Configure .
  6. For users that require only the default topic (Marketing):  Choose whether to mark contacts as marketing, mark contacts as non-marketing, or unsubscribe from marketing.

  7. For user who require mutliple topics : Choose whether to add topic subscription for contacts, remove topic subscription for contacts, mark contacts as non-marketing , or unsubscribe contacts from all topics.
  8. If you choose to add a topic subscription for your contacts and select a topic.
  9. Click Done .
Note : While creating email messages in workflows, if you enable the Map contacts that are not associated to any topic to the selected topic option, the selected topic will not be associated to the contacts entering the component if they have other topics already associated to them. As a result, certain contacts get skipped by the email message component of the workflow.  

To ensure no contacts get skipped in your workflow, you can choose one of the two methods explained below.

Create a workflow to send all email messages to contacts subscribed to the same topic in a mailing list

If you have a mailing list of contacts subscribed to the same topic, and you're sending them email messages using this list in workflow processes, you can use the Subscription Management process configured with that topic before the email message component to ensure no contacts are left out.
For example, you are creating a workflow with a mailing list of contacts subscribed to a particular topic. You want to send those contacts an email message using the Send Email message component. Use the subscription management process and configure it with that topic. Make sure the subscription management process comes before the email message component of your workflow process.
Let's go through the steps of creating a workflow for contacts subscribed to the same topic:
  1. From the Navigation toolbar, select Automation and click Workflows .
  2. Click Create Workflows in the top-right corner.
  3. Select a workflow template available and click Use Template or click Custom Workflow to design your own workflow.
  4. Drag and drop the List Entry trigger from the panel on the left onto the canvas and select the mailing list.
  5. Drag and drop the Subscription Management action component from the left panel under Action -> Productivity section onto the canvas and click Configure.
  6. Choose Add topic subscription for contacts , select the topic , and click Done .
  7. Drag and drop the Send Email component and configure it with the email message you want to send for contacts subscribed to that topic.
  8. Connect the workflow so that the subscription process is placed before the Send Email message component as shown in the screenshot above.

Create a workflow to send different email messages to contacts subscribed to different topics in a mailing list

Whenever you have a mailing list of contacts who have subscribed to different topics and you are using this mailing list in workflows to send them email messages, you can use the Subscription Management process multiple times for each topic to ensure no contact is left out or skipped from the workflow process .
For example, you are creating a workflow with a mailing list of contacts subscribed to three different topics. You want to send those contacts email messages using the Send Email component. For all contacts to receive their email messages, use the subscription management process thrice for each topic, placing them at the beginning of each email message component.
Let's go through the steps of creating a workflow for contacts subscribed to different topics:
  1. From the Navigation toolbar, select Automation and click Workflows .
  2. Click Create Workflows in the top-right corner.
  3. Select a workflow template available and click Use Template or click Custom Workflow to design your own workflow.
  4. Drag and drop the List Entry trigger from the panel on the left onto the canvas and select the mailing list.
  5. Drag and drop the Subscription Management action component from the left panel under Action -> Productivity section onto the canvas and click Configure.
  6. Choose the Add topic subscription for contacts option, select the first topic , and click Done .
  7. Drag and drop the Send Email component and configure it with the email message you want to send for contacts subscribed to the first topic.
  8. Repeat steps 5 and 6 for the second topic and click Done .
  9. Drag and drop the Send Email component and configure it with the email message you want to send to contacts subscribed to the second topic.
  10. Repeat steps 5 and 6 for the third topic and click Done .
  11. Drag and drop the Send Email component and configure it with the email message you want to send to contacts subscribed to the third topic.
  12. Connect the workflow so that each subscription management process is placed before each email message component as shown in the screenshot below.