FAQ – Workflows

How do I change the start options of a workflow?

A: The top options (above the devider) can be used to determine the specific start frequency.
B: The bottom options can be used to determine the exact time and optionaly how many times the workflow should run.

The start element is a mandatory element for a workflow.

alertWhen you stop a workflow that has limited runs and then want to start the workflow again you will be asked if you want to reset the runs and start over.

What do the choice options of a workflow mean?

The choice option lets you do some minor segmentation based upon the available fields. One of the most used is ‘Outbound contact has response’. This field lets you segment based upon the action done by the profile on a previous sent communication.

The grayed out options show that they are connected to another element in the workflow. All options have to be connected!

What do the action options of a workflow mean?

Action types available depend on your system. At least email and direct mail are available.

alertEmail action has a few options that include: Send email, Get templates, Get results, Get lists.

Send email: The option send email also lets you choose a template that is used to send the email.

Note that interests are also exported to the email system for use in personalization.

Get templates: This option retrieves the templates available in the email system and saves them in Mi8 for use with the send email action.

Get results: This action retrieves the results for sent emails. (opens and click info)

Get lists: This creates in Mi8 lists for every list in the external system.

Direct mail actions have only the export option.

The direct mail export is not a regular export. The export contains for every profile exported an action code that is generated at the time of the export. This code can be used to link actions from direct mail to the user.

For the direct mail action you also need to provide a remote connection and filename for the export.

Possible other options connected to your Mi8 installation may be available. Actions like SMS, APP, etc can be available depending on the configuration.

How do I define how often a workflow runs?

alertYou can define the amount of days, hours and minutes the workflow has to wait before continuing execution of the workflow. A timer element starts at the appointed time with the profiles the workflow was started with at the time.

The timer element can provide confusing behavior at times. For example if you have a workflow that runs every day. There is a timer element that is set to 4 days. In that case there are actually 5 simultaneous workflow instances active after 4 days.

alert1 From the workflow. 4 From the timer. Every day the workflow is started and adds a timer execution element to the list that will execute after 4 days.

hintIf you stop a workflow all timer elements are also stopped!

Make sure that profiles are processed only once by a workflow with a timer. Otherwise it might happen that the profile gets a range of emails in succession (if email is an action that is behind the timer element).

What do the export options of a workflow mean?

Export to:

The type of export can be one of 3 things: email only, hybrid or remote connection only.

Email:

alertThe email address that should receive the download link.

Note that the download link is only valid for 1 download! When not used the file will be removed after 7 days.

Type:

This is the type of data you wish to export.

Remote connection and filename:

alertThe connection field is for selecting what, predefined, SFTP or FTP connection to use. The filename option determines what file to retrieve from the remote connection.

We very much would like to urge you to always use a STFP (Secure FTP) type connection.

Export fields:

This determines what columns the export file will contain. Please see the settings section for more information.

Separator:

The separator denotes the character separating the columns.

What do the import options of a workflow mean?

Type:

alertWith the import options you can select what type of data you are going to import.

Remote connection and filename:

The connection field is for selecting what, predefined, SFTP or FTP connection to use. The filename option determines what file to retrieve from the remote connection.

We very much would like to urge you to always use a STFP (Secure FTP) type connection.

Import options.

There are several options available for importing: Add, Add or update, Update only and delete. Not all options are available for every type.

Match records on:

You can select what column to use to match records on. For example you can use Client Id (the id from your CRM) to match records when they are to be updated or added.

Match new records on:

For new to be created records it might be useful to check on a different property of the profile if it is not already there. If that is the case the existing profile will be updated instead of a duplicate be created.

Import fields:

The import field option allows you to use a specific predefined set of columns for the import file. Please see the settings for more detailed information.

Import to static group:

If you have a list that you want to do something with you can choose to import them to a static group. This is an easy way to create a group if the data is from an external source.

Separator:

The separator denotes the character separating the columns.

What can I do with the group element of a workflow?

The group element is optional but limited to 1. In the group element you can select multiple groups. By default all profiles are selected.

alertIf you want to remove a group from the selection uncheck the checkbox and press the update button.

The workflow will automatically remove duplicates. So every profile will only receive the sent message once!

How do I edit a workflow?

In the screen above the workflow is shown. There are a few elements that need our attention:

A: The current status of the workflow. Every status has its own color code.

B: The toolbar. This toolbar is used to add elements to the canvas. This is a simple matter of drag the element from the toolbar to the canvas where you want it.

C: The connections between the elements are shown as an arrow so you can see the direction of the flow. Double click a connection to delete it! In the case of a connection from a Choice element you can delete the connection from the popup screen.

D: The workflow needs to be tested before you can actually start the workflow. This prevents some common mistakes from happening. Once the workflow has been tested and found to be ok the start button will appear below the test button.

E: With this button you will be directed to a screen where you can edit the name and the user that receives emails when there are issues.

alertF: The drag and drop handle for expanding the canvas.

hintAll elements are saved automatically so you do not need to worry where the save button is. This means all changes are non revertible!

Double click a connection to delete it. The connections from a choice element will provide you with a popup where you can edit the configuration but also delete the connection.

Mouse over the elements to show a bubble with the settings of that particular element.

alertWhen you double click the blocks you will be provided with a popup to change the settings of that particular block. You can delete the block from the context menu.

When you stop a workflow all planned runs including timers will be removed!

How do I add a new workflow?

alertWhen you add a workflow you need to provide a name and select the user that is going to receive emails if anything does not go as expected.

You can also define how many often a profile may enter the workflow. This is a mechanism to prevent unintentional spamming. For example you want a workflow to send an email to everyone who reached a certain level of interest. To prevent the same profile from repeatedly receiving the same email you set the workflow to accept only profiles who have not received the email in at least 6 months.

Once you click the add workflow button you will be directed to the canvas page of the workflow.

How do you connect blocks to eachother in a workflow?

Blocks are connected through lines drawn from the black element inside a block to the border of another block. The lines are one directional and are ended with an arrow to denote the direction of the flow.

What does the end element do in a workflow?

The end element denotes the end of the workflow.

What does the choice element do in a workflow?

The choice element lets you choose a different direction in your workflow based upon a given property of a profile or based upon a reaction to a previous action.

What does the action element do in a workflow?

With this element you can define an action like sending an email or making an export for a direct mail.

What does the timer element do in a workflow?

The timer elements let the further workflow execution wait for the specified time. This element is used most often after sending a message and waiting for a response.

What does the export element do in a workflow?

This element defines all options for a repetitive export. The export file can be written to a SFTP or FTP server and/or be sent by email as download link.

What does the import element block do in a workflow?

This element defines all options for a repetitive import. The import file must be retrieved from a SFTP (secure ftp) or a FTP server.

What does the group element do in a workflow?

This element can be used to determine what segment of profiles to use. If none is present in the workflow the complete selection of profiles is presumed if a group is needed in the workflow. Only one group element can be present.

What does the start element do in a workflow?

The start element defines what time and how often a workflow should start. There can be only one start element in a workflow.

What is a workflow building block?

A workflow is built up out of a range of connected blocks. These blocks each have their own functionality and purpose.

What are workflows?

Workflows are used to automate repetitive or complex actions. The workflow tool can be used to automate marketing actions, import and export actions.

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