Marketing Automation
What is the difference between a workflow and an autoresponder?
An autoresponder allows you to send out emails and SMS messages based on a single condition. You can send followup messages with the same autoresponder. Using a workflow, you can perform multiple actions based on multiple criteria, but to create ...
When will an instant workflow trigger, and who will it trigger for?
The workflow will trigger for any contacts as soon as they meet the specified criteria.
When will a time-based workflow trigger, and who will it trigger for?
This type of workflow will trigger on any contacts who meet the specified criteria. You can make these workflows run once or periodically at a specific time.
On whom will an activity-based workflow trigger?
This workflow will trigger for contacts who perform specific actions. For example, if you set an activity-based workflow for campaign opens, it will trigger for any of the contacts who open the campaign.
When will an activity-based workflow trigger?
Activity-based workflows will trigger for contacts as soon as they perform the specified action.
How many conditions can I set as criteria?
You can give a maximum of 6 conditions as criteria and change the pattern as you wish.
How do I change the criteria pattern?
If you choose to use all six criteria, the default pattern is "( ( ( ( ( 1 and 2 ) and 3 ) and 4 ) and 5 ) and 6 )". However, you can choose between the operators 'And' or 'Or' between the conditions. If you wish to change the position of ...
Which entities can be associated with an activity-based workflow?
You can associate campaigns and signup forms with an activity-based workflow. Make sure that the workflow is active before you associate them.
How many entities can I associate with an activity-based workflow?
You can associate any number of entities with one workflow provided the workflow is active.
Can a workflow in draft be associated with any entities?
No. Workflow has to be activated before associating it with any entities.
What is the order of execution for instant workflows?
Instant workflows will be executed in the order of their creation. You can change the order of execution from the list view. Execution order is always from bottom to top.
What will happen if I reorder Time-based workflows?
Reordering time-based workflows in the list view will not have any impact on the execution order of your workflows, as time-based workflows trigger on the scheduled date and time.
Can I edit a workflow after activation?
No. Once a workflow has been activated, it cannot be edited.
When will a workflow stop?
Instant and time-based workflows will stop when the source list has been deleted. all of the defined actions have been stopped. custom fields used in the workflow criteria have been deleted. One-time workflows will stop after triggering at the ...
What will cause actions to stop?
Actions will stop due to the following reasons: 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 ...
Can I view, edit, and delete another users' workflow?
You can view and edit another user's workflow provided you have the required permissions to do so. You can only delete another user's workflow if you are the organization administrator. Organization users cannot delete other users' workflows.
Who are skipped contacts and how do I view them?
Contacts who did not have actions performed on them are listed as 'skipped contacts'. To view skipped contacts: From the navigation toolbar choose Automation and select Workflow. Select the intended workflow from the list view. Navigate to the action ...
What will cause a contact to be skipped while sending an email?
Contacts will be skipped when: the email address is invalid there are deliverability issues and soft bounces
What will cause a contact to be skipped while pushing subscriber data to Zoho CRM?
Contacts will be skipped when: there is data missing in mandatory fields data entry in certain fields is invalid there is a permission denial for the contact there is a permission denial for the account in Zoho CRM
What is a smart list?
A smart list contains only those contacts who meet the criteria specified in the workflow. If at any point a contact stops meeting the criteria you've set for the smart list, they will automatically be removed from the smart list. To add a smart ...
What will happen if I have associated the same smart list (target list) with two different workflows?
Workflow triggers are sequential; at any point, the smart list will only contain contacts who match the criteria of the last triggered workflow.
What is the maximum number of workflows I can create and activate?
You can create and run up to fifty workflows at any time. If you wish to increase this number, contact our support team at support@zohocampaigns.com.
What is freezing a workflow?
When you freeze a workflow, it will stop accepting new contacts and will perform actions only for subscribers who have already entered the workflow. You can resume the workflow anytime.
What will happen if I shut down a workflow?
A workflow that is shut down will not perform actions on any contact, even those who have already entered the workflow. You cannot activate a workflow once it is shut down.
I am not able to delete my workflow. Why?
You must shut down a workflow to delete it.
When does a signup-based autoresponder trigger?
When a contact joins the mailing list associated with an autoresponder, the autoresponder will trigger according to the schedule you've set. For example, you can schedule the first message to be sent immediately after a contact joins your mailing ...
Can I send messages to contacts who have missed those messages?
You can send any message to contacts who exist in your mailing list but haven't received the message. To send a message: Navigate to the message you want to send. Click the Settings icon. Select the Send to Missed Contacts option. Schedule the date ...
What will happen if I apply criteria and filter the contacts?
You can apply criteria and filter contacts for a message. Only those contacts who match the criteria will receive that particular message and the series thereafter. This criteria can be based either on the contact information or on the contact ...
How do I edit contact sources in a signup-based autoresponder?
To change the contact source: Navigate to the Details section of the autoresponder. Click the Edit icon in the top-left corner. Check/uncheck the Include contacts added via Import and CRM sync option to change the source.
Can I edit a message after starting the autoresponder message?
Once an autoresponder message has been started you cannot edit it. However, you can create another version of the message. To create another message version: Navigate to the message you wish to create another version, then click Create another ...
How do I manage multiple message versions?
After you have created a new version, it will be listed under your existing version. Click Show more to view all of your versions. You can activate any one of them by clicking the Activate option next to the message content. Activating one of the ...
When will a date-field autoresponder trigger?
The messages in a date-field series will be triggered based on the date in the custom date-field associated with the autoresponder.
Can I change the custom date field associated with a date-field autoresponder after creating the autoresponder?
Once you've created a date-field autoresponder, you cannot change the date-field. If you want to send the autoresponder according to a different date-field, you can clone the autoresponder and change the parameters as you like.
Can I create an autoresponder for more than one date field?
Only one date field can be associated with an autoresponder at a time. If you want to associate the same series with another date field, you can clone the autoresponder and change the parameters as you like.
Who does a closed group autoresponder trigger for?
The series will be sent to contacts who have been added to the list before the date and time you've scheduled.
What is 'list freezing' in a closed group autoresponder?
The autoresponder will only be sent to contacts that have been added to list before the scheduled activation date. "List freezing" means no contacts can be added to the autoresponder after activation.
Can I associate an autoresponder with more than one list?
No. If you want to send the same series of messages to contacts of another list, you can clone the autoresponder, then change the mailing list as you like.
Can I change the message schedule after activating a closed group autoresponder?
Any message can be cancelled and rescheduled.
What is the minimum delay between two messages in closed group and smart series autoresponders?
The minimum delay between two messages is one day.
When does a calendar-based autoresponder trigger?
Messages in a calendar-based autoresponder will be sent at the scheduled date and time.
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