How to Launch a Regular Workflow for a Segment

A regular workflow is a series of automated messages that are sent to a segment of contacts based on conditions you determine. Most often, they are used for dynamic segments, but it’s possible to run a regular workflow for a list segment.

A regular workflow differs from a one-time workflow in that it automatically runs for all new contacts added to the assigned segment after the workflow has been created.

You can build both single-channel or multichannel workflows with any type of message in an unlimited number – email, web push, mob push, SMS, Viber.

Messages of each workflow work together to accomplish a certain goal. It can be

  • birthday greeting;
  • event invitation;
  • reactivation, etc.

1. Create a Dynamic Segment

Dynamic segments can include contacts based on one or more parameters (conditions). The number of contacts in the segment always varies depending on how many current contacts match specified conditions.

Let’s create a dynamic segment that would include contacts who have opened your messages a month ago.

1. Go to Contacts > Segments, click Add segment and select Dynamic.

Dynamic segment

2. Enter its title and optionally purpose. Optionally add tags for a more convenient segment search within the system. Click Next.

Properties

3. To add conditions, in Include, click Add card and select Channels > Contact activity > Last opened > X time ago > 30 > days ago. Based on this condition, only contacts who haven’t opened your messages for 30 days will be included in the segment.

Conditions

4. Click Done. The created segment will appear in the general list.

Important!

Contacts in the segment are recalculated daily at 3 a.m. to 4 a.m.

2. Create a Workflow

Note. You need to create messages you’ll be sending to the created segment before getting started with a workflow.

Let’s create the following workflow that consists of two emails, a timer and a condition:

Workflow

1. Go to Automation > Workflows and click New workflow. Enter its name and optionally description and tags. Build a workflow with the following blocks:

  • Start. A required block that starts every workflow.
  • Timer. Workflow starts sending messages straight after contact recalculation. Since contacts are recalculated at 3 a.m. to 4 a.m., set the timer so as not to bother your customer at night.
  • Email. In Message, select the previously created email. Repeat this for each Email block in the workflow.

Select email

Important!

Make sure you select a block Email and not Email to segment. A segment will be selected during trigger configuration.

  • Timer. Specify a time gap between the sends. You can also select on what day and at what hour the message should be sent. The timer starts counting down after contacts have been recalculated and not after the workflow has been activated.
  • Condition Opened/Not opened. After a specified timer expires, the system checks whether the contact has performed the target action. The workflow continues to run depending on the result: Opened: The workflow sends a follow-up and ends. Not opened: The workflow repeatedly sends the same email or another email. Depending on the response, it sends a follow-up thank you or ends.
  • End. A required block that ends every workflow.

2. Click Save.

3. Configure Triggers

1. In Automation > Workflows, choose the created workflow and click Trigger configuration.

Triggers

2. In Regular,

  • In Segment, select the created segment.
  • In Starts on, select the current date.
  • In Start schedule, select once a day.
  • In Process unique events, select each time.

Conditions

3. Click Apply.

4. To start a workflow, click Start on the right and confirm start.

Workflow start

The workflow status will change to active. The first message will only be sent when all the conditions specified for the segment are met.

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