Table of content. Understanding workflow automation - Making the right choice Creating a workflow...05

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August Nelson
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2 Marketers need to categorize their audience to maximize their r e a c h. Z o h o C a m p a i g n s a u t o m a t e s r e c i p i e n t c l a s s i fi c a t i o n a n d action performance to free up marketers and unleash their creativity.

3 Table of content Understanding workflow automation - Making the right choice...01 Creating a workflow...05 Ordering and reordering instant workflows in list view...09 Associating activity-based workflow to an campaign...10 Changing the criteria pattern...12 Managing workflows...13 Workflow reports...18 Workflow status...19

4 Understanding workflow Workflow automation lets you perform actions on subscribers that have been categorized based on criteria that you ve set. For example, if you want to send an to subscribers in the United Kingdom, set the condition, Country contains United Kingdom and the action, Send . The workflow will scan the entire mailing list for subscribers belonging to the United Kingdom, then trigger the action for subscribers who meet the condition. When can I use workflows? Here are a few scenarios where you can make use of workflows: 1) When you want to push subscribers that match certain criteria to your Zoho CRM account periodically. 2) When you want to maintain a list that contains only those subscribers who match specific criteria. This is called a Smart List. 3) When you want to perform actions based on subscribers response to a campaign. 4) When you want to perform specific actions on subscribers who sign up via a particular signup form. 5) When you want to automate the process of tagging your subscribers who match a criteria. 1

5 6) When you want to assign lead scores based on field values. Choosing the right type of workflow Before you choose a workflow you need to decide on two major factors: The classification condition-either subscriber information or subscriber activity. When the workflow should trigger-immediately after conditions are met or at the time you schedule. There are three types of workflows to choose from: 1) Instant Workflow This workflow, once activated, will trigger each time the conditions are satisfied. User scenario: Jane has an online store for antiques. Subscribers join her mailing list t h r o u g h t h e s i g n u p f o r m e m b e d d e d i n h e r w e b s i t e. T o p r o m o t e h e r collection of antique jewelry to her female subscribers, she defines a workflow with the condition Title is Ms, Mrs and the action Send a n d t h e n c o n fi g u r e s h e r p r o m o t i o n a l c o n t e n t. W h e n t h e w o r k fl o w i s activated, the promotional will be sent to every new subscriber who selects one of those titles on her signup form. 2

6 2) Time-based workflow This workflow triggers at the time you specify, either once or recurringly. One-time workflow user scenario: J a n e s e n d s p r o m o t i o n a l c a m p a i g n s t o a l l s u b s c r i b e r s i n h e r m a i l i n g l i s t. She wants to give special offers to her active subscribers. To decide w h o t h e a c t i v e s u b s c r i b e r s a r e, s h e s c o r e s t h e m b a s e d o n t h e i r o p e n s and clicks in a one-month timeframe. She hence creates a one-time workflow, sets the condition as Subscriber Score is greater than 150, a n d s e l e c t s S e n d E m a i l a s t h e a c t i o n. A f t e r c o m p o s i n g t h e e m a i l c o n t e n t, she schedules the workflow to trigger after one month and activates it. T h o u g h a c t i v e, t h e w o r k fl o w w i l l b e t r i g g e r e d o n l y a t t h a t s p e c i fi e d t i m e. This action will be performed only once. Recurrent workflow user scenarito: Jane wants to push the subscribers that join her mailing list to a Z o h o C R M m o d u l e a t t h e e n d o f e v e r y w e e k. S h e h e n c e s e t s t h e c o n d i t i o n a s A d d e d t i m e i s c u r r e n t w e e k a n d s e l e c t s t h e a c t i o n a s Push subscribers to Zoho CRM. She then sets the time interval as E v e r y w e e k o n S a t u r d a y a n d a c t i v a t e s t h e w o r k fl o w. T h u s t h e s u b s c r i b e r s a d d e d t o h e r m a i l i n g l i s t e v e r y w e e k w i l l b e p u s h e d t o Zoho CRM on Saturdays, till the workflow is kept active. 3

7 3) Activity-based workflow This workflow s trigger is based solely on subscriber activity. These are p r e - d e fi n a b l e w o r k fl o w s t h a t c a n b e i n v o k e d f r o m a n y e n t i t y, s u c h a s signup forms, campaigns. Active workflows can only be associated with entities. You can associate a single workflow with any number of entities. User Scenario 1: Jane has embedded signup forms in her website, blog, and Facebook page. She now wants to categorize her subscribers by country so that she can send separate series of campaigns to them. Subscribers enter her mailing list through these signup forms. She creates three activitybased workflows, one to segment US based subscribers, one to segment Japan based subscribers and the other for Australian subscribers. She defines Add to another list as the action for each workflow. She associates the three signup forms with these three workflows. Hence, she now has three different mailing lists each holding subscribers belonging to the three different countries to whom she can send targeted campaigns. User Scenario 2: Now that Jane has categorized her subscribers by country, she decides t o s e n d t h e m t h r e e d i ff e r e n t e m a i l c a m p a i g n s e a c h h a v i n g c o n t e n t specific to country. She wants to categorize subscribers that open the c a m p a i g n a n d s e n d t h e m a n a u t o m a t e d s e r i e s o f c a m p a i t g n s u s i n g an autoresponder. 4

8 She creates an activity-based workflow and defines Add to another list as the action. She then associates each of the three campaigns with this workflow and sets the criteria as Campaign opens. Thus e v e r y t i m e t h e r e i s a c a m p a i g n o p e n, t h e s u b s c r i b e r w i l l b e a d d e d t o a new list. Now she creates a signup based autoresponder for this list to send them an automated series of promotional campaigns. How to create a Workflow 1. From the Automation tab choose Workflow. 2. Click on Create Workflow button present at the top-right corner. 3. Hover over the type of workflow you want to create and click Create New. 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. In an activity-based workflow, you need not select the mailing list as this workflow is not mailing list specific. 5

Set up criteria defining the conditions with which your subscribers should be categorized. You can set up to six criteria and set the criteria pattern as of your choice.

9 Set up criteria defining the conditions with which your subscribers should be categorized. You can set up to six criteria and set the criteria pattern as of your choice. Note: In activity-based workflow, it is not mandatory that you define this criteria as subscriber activity is the primary trigger for the workflow. actions. Select an action to be performed. You can select any number of For Time-based workflow specify a time to trigger the workflow. Choose between one-time trigger and periodic trigger by selecting the appropriate radio button then schedule the workflow. 5. Activate the workflow immediately or Save as Draft for use in the future. 6

10 Listed below are the actions that can be performed using workflow: 1) Remove subscribers from list: Subscribers who meet the criteria will be removed from the mailing list. Note: As activity-based workflows are not list based and hence do not have a source list, this action cannot be availed for that kind. 2) Add subscribers to another list: Subscribers who meet the criteria will be added to another mailing list that you specify. If necessary, you can create a new mailing list. 7

11 You can make the target list a smart list. The workflow will add the subscribers that meet the specified criteria to the smart list. After t h e w o r k fl o w i s a c t i v a t e d, a n y s u b s c r i b e r a l r e a d y p r e s e n t i n t h e s m a r t list that does not meet the criteria will be removed automatically from the list. Also if any subscriber, that was added to the smart list through t h e w o r k fl o w ( i. e., t h o s e w h o m e t t h e s p e c i fi e d c r i t e r i a ), s t o p s m e e t i n g the criteria they will be removed from the list. Thus the smart list, a t a n y p o i n t o f t i m e, w i l l h o l d o n l y t h o s e s u b s c r i b e r s w h o m a t c h t h e criteria specified in the workflow associated to the list. 3) Send to subscribers who meet the criteria. Create a new campaign and configure content. You can choose to send it immediately, or schedule it for later. 4) Push to Zoho CRM the subscribers that meet the criteria. You can e i t h e r p u s h a l l s u b s c r i b e r s t o Z o h o C R M o r u p d a t e j u s t t h e e x i s t i n g subscribers Campaigns related information in Zoho CRM. To push subscribers, you will have to configure mapping with your Zoho CRM account. 5) Update fields of the subscribers who meet the criteria. Select t h e fi e l d t o b e u p d a t e d a n d p r o v i d e a v a l u e f o r t h e fi e l d. Y o u c a n c h o o s e t o u p d a t e a n y n u m b e r o f fi e l d s. I n u p d a t e fi e l d y o u c a n d o one of the following: Text fields: Overwrite the existing text value or append text to the existing value. 8

12 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. 6) Add subscriber score to subscribers that meet the criteria. Select a score to be added. Ordering and reordering Instant workflows in the list view By default, the Instant workflows will be executed in the order of their creation. However, you can change the order of execution by changing its order in the list view. Execution is always from bottom to top. To reorder the workflow execution: 1. From the Navigation toolbar select the Automation tab and click Workflows sub tab. 9

13 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. Note: Reordering time-based and activity-based workflow will not have any effect on their order of execution. How do I associate an activity-based workflow with an campaign Select the intended campaign. From the campaign summary, select from among the active workflows listed for each action under Workflow Setup. 10

14 You can also associate an activity-based workflow when creating your campaign. In the Review step of the campaign creation process, select the workflow for opens and clicks under Workflow Setup. 11

15 How do I change the criteria pattern? The default criteria pattern is ( ( ( ( ( 1 and 2 ) and 3 ) and 4 ) and 5 ) and 6 ) if you choose all six criteria. However, you can choose between t h e o p e r a t o r s A n d o r O r b e t w e e n t h e c o n d i t i o n s. I f y o u w i s h t o change the position of the parentheses, click the link Change pattern to edit the pattern. Use Case Y o u w a n t t o fi l t e r s u b s c r i b e r s b y c r e a t i n g a v i e w t h a t d i s p l a y s a l l subscribers from automobile industry who recently attended a t r a d e s h o w a n d w h o s e l o c a t i o n i s e i t h e r S a n D i e g o o r S a n F r a n c i s c o. When you specify this criteria using the Criteria Editor, the criteria pattern will be displayed as shown below: The default pattern is (((1 and 2) and 3) or 4). However, the required pattern is ((1 and 2) and (3 or 4)). This modification can be made using the Change Pattern option. 12

16 Managing workflows How do I delete, clone, edit, or freeze a workflow You can delete, edit or clone any workflow you own or have the permission to access. To clone: 1. Select Automation tab and click Workflow sub tab. A page displaying all your workflows will appear. 2. Hover over the workflow you wish to clone. The Clone icon will a p p e a r i n t h e f a r - r i g h t c o r n e r. O n c l i c k i n g t h i s i c o n a c l o n e o f t h e workflow will be created which can later be edited the way you want to. Y o u c a n a l s o c l o n e a w o r k fl o w b y n a v i g a t i n g t o i t s D e t a i l s p a g e a n d selecting the Manage Workflow button in the top-right corner and choosing Clone from the drop down options. 13

17 To edit: 1. Select Automation tab and click Workflow sub tab. A page displaying all your workflows will appear. 2. Click the workflow you wish to edit. 3. Click Manage Workflow in the top-right corner and select Edit. Note: You can edit a workflow only when in draft; a workflow once activated cannot be edited. 14

18 Stop a workflow from processing on new subscribers Freeze the running workflow to stop it from processing on new subscribers. Actions will be performed on the subscribers who had entered the workflow before you freeze the workflow. To do this: 1. Click the Automation tab and select Workflow. A page displaying all your workflows will appear. 2. Click the workflow you wish to freeze. 3. Click Freeze in the top-right corner. Click Resume button on the top-right corner of the page if you want to resume the workflow. Shut down a workflow Shut Down a workflow if you need to stop a workflow from processing any subscribers (even those subscribers who have already entered the workflow). 15

19 To do this: 1. Select Automation tab and click Workflow. A page displaying all your workflows will appear. 2. Click the workflow you wish to shut down. 3. Click Manage Workflow in the top-right corner and select Freeze if the workflow is not freezed. 4. After the workflow is freezed, click Manage Workflow in the top-right corner and select Shut Down. F o r a s a f e s h u t d o w n, y o u c a n f r e e z e t h e w o r k fl o w a n d w a i t f o r i t t o perform actions on the subscribers who have already entered the workflow, and then shut it down. 16

20 To delete A running workflow cannot be deleted. You need to shut the workflow down before you delete it. To do this: 1. Select Automation tab and click Workflow. A page displaying all your workflows will appear. 2. Click the workflow you wish to delete. 3. Click Manage Workflow in the top-right corner and select Freeze if the workflow is not freezed. 4. After the workflow is freezed, click Manage Workflow in the top-right corner and select Shut Down if the workflow is not shut down. 5. After the workflow is shut down, click Manage Workflow in the top-right corner and select Delete. 17

21 How do I group my workflows? For easy handling of your workflows, you can group them and put them into folders. You can create the folders from the My Workflow p a g e. C r e a t e n e w w o r k fl o w s w i t h i n a f o l d e r o r m o v e w o r k fl o w s t o o n e. You can also delete or edit a folder. Workflow reports You can view reports for any active workflow. The report will display a l i s t o f s u b s c r i b e r s o n w h o m a c t i o n s w e r e p e r f o r m e d a n d a l i s t o f t h o s e that were missed out, along with the reason they were skipped To view the reports of the various actions: For instant and time-based workflows: 1) Select Automation tab and click Workflow sub tab. A page displaying all your workflows will appear. 18

22 2) Click the workflow for which you want to view the reports. 3) Click on View Reports button next to the action for which you want to view the reports. For activity-based workflows: 1) Select Automation tab and click Workflow sub tab. A page displaying all your workflows will appear. 2) Click the workflow for which you want to view the reports. 3) Click on Entities Associated subtab. From the list of enties that appears, select the one for which you want to view the reports. Workflow status 1) Active: When you activate the workflow and the workflow is running. 2) Completed: When the process of the workflow has been completed. Only one-time workflows fall under this category. 3) Draft: When you save your workflow as draft for use in the future. 4) Frozen: When you manually freeze an active workflow. 5) Shutdown: When you manually shut down a workflow. 19

23 6) Stopped: Actions defined in your workflow might stop due to the following reasons: The list that you ve associated with the workflow may have been deleted. This does not apply to activity-based workflows. If the action is Add to another list, the target list (i.e. the list you ve selected to add the subscribers to) may have been deleted. If the action is Push to Zoho CRM, the custom field mapped to Zoho CRM may have been deleted. If the action is Update fields, the custom field to be updated may have been deleted. If all actions defined in the workflow have stopped, the workflow will b e s t o p p e d. I f n o t, t h e w o r k fl o w w i l l r e m a i n a c t i v e, p e r f o r m i n g t h e active actions. Once stopped, a workflow cannot be activated. 20

24 Contact us: Zoho Corporation 4141 Hacienda Drive Pleasanton, California 94588, USA +1 (888) (USA) +44 (20) (UK) Please feel free to share this document You can find more details and step by step instruction on our Online Help Visit to sign up for a free account! 2017 Zoho Corp. All Rights Reserved. 21

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