How to Create Automated Annual Messages in Workflows

Workflows, Automation No Comments

Setting Up the Workflow

The process of creating an annual communication workflow involves several key steps. Here, we’ll break down each step to ensure clarity and ease of implementation.

Trigger Setup:

  • Start by selecting the trigger that works best for you. We will use the “Contact Tag” trigger as an example.
  • For the filter, choose “Tag Added.”
  • In this example, we’ll use the tag “campaign 19.” This means the workflow will activate when a contact is tagged as a member of campaign 19.
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Wait Until January:

  • Add a “Wait” step to pause the workflow until January.
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  • Specify the time to resume as 9 AM, ensuring the message is sent at an appropriate time of day.

Check Membership Status:

  • After the wait period, add a condition to check if the contact still has the “campaign 19” tag.
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  • If the tag is present, proceed down the “Yes” path to send the communication.

Sending the Communication:

  • On the “Yes” path, add steps to send a text message and an email to the contact.
  • Customize the content of both the text and email to suit your message.
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Wait 365 Days:

  • After sending the messages, add another “Wait” step for 365 days.
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This ensures the workflow pauses for a year before checking the membership status again.

Loop the Workflow:

  • Finally, add a “Go To” step at the end of the workflow.
  • Configure this step to loop back to the initial “Wait Until January” step.
  • This creates a repeating cycle, allowing the workflow to run annually.
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Testing the Workflow

Before activating the workflow, it’s crucial to test it to ensure everything works as expected.

  • Create a test contact and tag it appropriately to manually trigger the workflow for this test contact.
  • Use the CRM’s testing tools to simulate the passage of time, checking that the workflow waits until January, sends the messages, and then pauses for 365 days before repeating.

Troubleshooting Tips

  • Workflow Not Triggering: Ensure the contact is correctly tagged and that there are no typos in the tag name.
  • Messages Not Sending: Check the content and settings of your email and text message steps. Ensure they are correctly configured to send.
  • Workflow Not Repeating: Verify the “Go To” step is correctly set to loop back to the “Wait Until January” step.

Frequently Asked Questions

Can I customize the message content? Yes, you can fully customize the text and email content sent to your members.

What if a contact is no longer a member? The workflow includes a condition to check the membership status. If the contact is no longer tagged as a member, the workflow will not send the messages.

Can I set this up to run more frequently? Yes, you can adjust the wait times and conditions to suit any frequency you desire, such as monthly or quarterly communications.