How to Add Workflow Actions to a Workflow Template

How to Add Workflow Actions to a Workflow Template

A Workflow Template is the framework of the campaign.

Workflow Actions are the automatic activities that will be started for a contact as soon as they are moved into each Participant Status.

This article covers the third part of creating one: Adding activities to be performed on each Participant Status.

To edit or create a Workflow Template:

Go to Customize→Campaigns→Workflow Templates.

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Click on the name of an existing workflow template to edit it.

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To add a Workflow Action:

Click on the pencil icon next to it in the campaign workflow’s main edit screen.

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Click the Add button in the edit window that appears.

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Select the type of workflow action you want to add to that Participant Status, then click OK.

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Add the details requested to set up that type of workflow action.

  Note:

  • You cannot add a workflow action to the first Participant Status.
  • You can add zero, one, or more workflow actions to each other Participant Status.
  • You can also assign these in the campaign instance prior to starting it if you need to add custom steps rather than the ones in the workflow.

Available Workflow Actions are:

Create Task – This will create the specified activity on each person that is moved into the Participant Status it is assigned to. Each person will get a separate task.

Always set the Date Type to "Relative to Action Triggered". Then set the offset for the Start and Due Dates. The action will be created using those offsets based on when a participant is moved to that Status.

Create Meeting - This will create a meeting on each person that is moved into the Participant Status it is assigned to. Each person will get a separate Meeting.

This type of workflow activity has a fixed date. Since the availability of the contacts in the campaign may be unknown ahead of time, it is recommended to use an Activity Plan instead to schedule meetings.

Create Opportunity – This will start a new opportunity linked to the person who was moved to the Participant Status.

Print Document – Start a Batch Process for a letter to be sent to everyone that moves into the Participant Status. Everyone who is moved at the same time will be part of the same Batch Process.

Send Email – Sends an email to everyone that moves into the Participant Status. Everyone who is moved at the same time will be part of the same Batch Process.

  Note:

New Activity Plan – Starts an Activity Plan for a contact when they are moved into the Participant Status.

EXAMPLE: For a Reply Card campaign:

  • Add a Print Document Workflow Action to 1-RC Promotion, which will send the promotion to everyone when I start the campaign.
  • Leave 2-RC Holding without any workflow actions.
  • Add a Print Document step to 3-RC Not Interested to send them the thankyou letter set up in the Reply Card folder in the Document Manager.
  • Add a Send Email and a Print Document step to 3-RC Response 1. The document will be a thank you letter, and the email will be because their response requested a meeting, to be scheduled by email.
  • Add a Print Document workflow action to 3-RC Response 2. The letter will thank them for their response. I also want a task to call and schedule a meeting with people in this step, but I don’t want to do that here, I will do that when I configure the campaign instance.

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