Workflows Overview

What is it?

A workflow is a way to tell the SmashFlyX system - if this happens, then do that. Eg, for every new contact that joins your talent community, you’d want to send an email telling them about how your work culture is. You may want to tailor the message to the contact’s area of interest.

The Workflows feature gives your Admin the ability to set this up as a rule, which is acted on automatically by the SmashFlyX system every time a new contact joins your Talent Network.

A workflow has 3 main elements :

• Trigger : The ‘When this happens’ of the rule. Once this condition is met, the workflow kicks in. Eg, Contact Added To Talent Network

• Action : The ‘then do that’ of the rule. Eg, send an email to the contact. Multiple actions can be set up for the same trigger.

  • Filter : The ‘act if’ of the rule. Use one or a combination of filters, to run the action on a subset of the trigger audience.

How to get Workflows?

Workflows is available under Tools > Workflows. If you do not see it, our system admin may need to set the permission.

What's included in it?

• Phase1 :

  • Triggers

    • Contact Added (to talent network)

    • Contact Field changed (eg, Area of Interest changed from Sales to Operations)

    • Contact Completed Talent Network Form (eg, filled out a landing page form)

  • Actions

    • Send Email

    • Send SMS

    • Change Contact Field

  • Filters

    • Contact Field. Eg, Send the Engineering email if Area of Interest is Engineering

Using Workflows

Creating a Workflow:

Under Tools > Workflows, click Create Workflow

Give the workflow a name and description

Check Select Start Date & End Date if you wish to run the workflow for a specific time range.

Pro Tip : useful when setting up a workflow to nurture contacts who filled out a landing page form to sign up for an event. Left unchecked, this workflow runs forever, and whenever the trigger condition is met

Click Create

 Click Add Trigger

Select a trigger. For ours we selected Contact Added. This will take you to the trigger configuration

 Click Add Action

Select an action. For ours we will select Add Contact to Folder

Configure the action. For our case, we select when to execute and the name of the folder.

Select Add Action and it will appear in your workflow. Our workflow is when a contact is added, the contact will be added to the specified folder 1 hour later.

You can continue building on the workflow. such as adding a filter. In this case, I only want this to trigger for a specific Areas of Interest. I select Add Filter, choose the field name Area of Interest, and then select the value I want. 

I select Add Filter and my workflow is set. It will add a contact to my folder when a new contact is added with an Area of Interest as Human Resources

We can continue to modify this workflow by editing what we have done, adding more filters, and adding more actions. You can also save the workflow as a draft for more work later.

Once we select Save and Close, the worklflow is activated.

 

Managing Workflows:

Browse/search/filter existing workflows

• Click the Carrot dropdown to get a snapshot of a workflow’s configuration

• Use the Configure column to go into edit mode, delete a workflow, or activate/pause it

• The ‘TRIGGERED’ column shows how many times the workflow has run so far