Creating Complex Workflows

Integrating Your Email With Web Geeks Marketing Platform


Hi, I’m Allie, our AI-powered training personality. All businesses need structure to their work, be it, projects, or recurring processes. They need plans, backup plans, and reminders, to help keep everything on track. This next session will show you just how our software can simplify this process for you. So today I’m going to show you how workflows work. I will be using the recurring marketing workflows in this test contact. This would apply to any workflow though.

First, to add a contact to the recurring marketing workflows, we need to add a tag. It’s this one right here, the .01 recurring program. Once that tag is there, they will be put into the first workflow. So you can see there’s an active enrolled there and that is the test contact. So this step here waits till the first of the month, but we’re not going to wait. So we’re going to force this to the next step and we’ll reload the page. And you can see there at this wait step, it will wait for the next Monday after the start of the month. So we’re going to force to the next step again and reload.

Now, you can see it’s at this with 5 minutes. And I have received this email here. Is this a test? So I’m going to click this link in my email and then I’ll send it down this path here. Because this is a test. If it wasn’t after 5 minutes, it would just flow down here and it would send a message to the contact for them to pick who will be the account manager. So I’m going to click it and it’s done. Now, when you click a link, it will open up a confirmation page. All right, So what has happened? The contact is no longer in this workflow. So they moved over to this area. They had this tag added and we had contact fields updated and then they went down to this step, got the opportunity ready to start and were added to the week one workflow. And here they are, this one minute wait step. So after this step they will go to internal notification brainstorming session. The account manager will receive this email.

Then It’s up to them to set up the meeting with the client. This can’t automate that process, but once that’s all done, the account manager can click this link here, proceed to the next step and that’ll take them down this path. Now, if they don’t click on that link before the two day timeout, it will go down this path: None. They’ll get a reminder. It’s the same basic thing. I’ll have the same kind of links. And if they select proceed this time, then it will go up here and start or, you know, continue as it normally would. If nothing is clicked again, then it will just repeat this until something happens. Or of course, cancel, which will send that to the canceling workflow.

So when you receive a reminder email like this, the you have to use the link in the most recent email that you received. If you use the link in the first email that was sent and you have already gotten a reminder, but you decide to use this link, nothing will happen. It won’t do anything. You will get the confirmation page. It’ll come up, but it won’t actually have done anything. So make sure you’re using the most recent email. So the contact will move down the workflow here. And then we have prepare. We one reports. So this will send an email to the account manager just like before. Once they’ve got their reports all done, they would click on this link here. Alternatively, if they click on nothing, then it will go to this side where a reminder will be sent just like before. But this is a little different. This has no reminder, no repeat reminders. Instead, it just goes straight to week two. So at this point when you get this, these links won’t work and you’ll just have to wait for the week two emails.

But make sure that you’re doing the steps that you should be doing. So we’ll go to the week two workflow. So the contact would come here. And get the link to client meeting. Once again, the account manager has to set up the meeting. That’s not automated. When they’ve done that, once the meetings are done, then they will click this here. And just like before, if nothing is clicked, we get a reminder loop over here. If it cancels it goes over here and is added to the canceling workflow, or we proceed and we continue down the regular path, then we come to here, this is for the plan being approved. So if the plan is approved, you would click yes.

If it hasn’t been approved yet, you can click, not yet. And that will take you over here. We’ll just wait an extra day and send a reminder. And then if you hit proceed, we will be back on track here. They will get this new opportunity added and then we wait for week three to start. So let’s go to week three. So once again, once they get here, they wait a minute, an email is sent out and this email has no steps. It’s just letting the account manager know that the start of week three and what is expected of them wait two days and then a notification will be sent that has the trigger links. Once again we got a reminder loop If nothing is done. If we hit proceed, We go down this path here and we end up in week four.

Week four is largely the same as the previous weeks. As you can see, we’ve got reminder loops here, but the difference with week four is the end of the month. When we get to the end of the month, this opportunity is added and this notification is sent to the account manager and asks the account manager if the client will continue with recurring marketing.

If yes, then they will be sent back to week one and they’ll be moved back to this opportunity here, ready to start. If no is clicked, then it’s considered canceled. They’ll be sent to the canceling workflow and if nothing is done, then we get a reminder loop just like before. So the last workflow here to talk about is the canceling workflow. So once the canceling link has been hit, they will be sent along a path or added to this workflow. They’ll wait a minute. All the tags that are associated with this recurring program will be removed. So that includes the recurring program tag itself and then whoever the account manager is, that tag will also be removed.

Then they will be moved to the program canceled stage of the pipeline, and their status will be set as lost and it will clear the contact field for who the account manager and the account manager email is. And that’s everything. Now you can keep on track with your projects and simplify your work processes, leaving you more time to do what you do best.