Create Workflows to Automatically Process Partner Applications

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Workflows can help automate your partner application processing by automatically accepting or rejecting applications based on criteria you set, as well as automatically assigning the partner to a group (whether you've accepted or rejected them). The criteria, which you can change at any time, can be set to look at almost every part of a partner's profile, providing you with complete control over what kinds of partners do or do not join your program.

Tip: If you want to leverage the Recruitment Workflows growth strategies when setting up approval conditions and pre-approving partners who’ll fit your brand, refer to Recruitment Workflows Explained.

Build your own Workflow

You can create as many Workflows as you need. However, your Workflows should be mutually exclusive from each other. For example, you should not have a Workflow that rejects partners for using the Deal/Coupons business model, but have another Workflow accept them for that.

1. From the left navigation menu, select [Engage] → Partners → Automation → Workflows.
2. From the Workflows screen, select Create Workflow.
3. In the Create your own section, select Application Workflow.
4. Fill out all the following fields:

   • Workflow Name: Give your workflow a name.
   • Description: Describe the purpose of this workflow. Be descriptive here so you can easily understand what the Workflow is meant to do.
   • Trigger: The trigger is what will start the workflow; you can set this to Partner Application. Once set, the Workflow will run every time your program receives an application.
   • Conditions: Workflow conditions are essential to get right, as these are what must be met for the Workflow to take action. See the table below to view what parts of a partner's profile you can use to set up a Workflow condition. See the Condition components below for more information.

   Caution: Rule conditions can’t be customized to a percentage of the audience, e.g., if you set the workflow to auto-accept on location, and the partner has 1% of their audience in that location, they will be accepted.

   • Action Type: Select the action(s) to be taken when all conditions are met. You accept or reject partner applications based on the rules you set, and assign partners to groups once accepted.
   • Activate Workflow Immediately: Select [Checkbox] Activate Workflow? if you want the workflow to activate immediately after creating it. Alternatively, you can manually run the Workflow at a later time. See the Run Workflows section below.
5. Select Create.

Condition components

Condition component	Description
Audience Age	Set the workflow rule to accept or reject the partner based on their audience age. You can choose the social media property and specify the age range to look for.
Audience Gender	Set the workflow rule to accept or reject the partner based on their audience gender. If you wish to work with a particular gender through a particular social media platform, use this rule.
Audience Location	Set the workflow rule to accept or reject the partner based on their audience location. This is particularly helpful when you're running campaigns through particular social media properties that are location-specific or -restricted.
Business Model	The way in which partners market your content to their audience.
Follower/Subscriber Count	You can set a condition to accept or reject partners based on their audience size. Set the type of social media property and then add a rule to accept or reject based on whether their follower/subscriber count is bigger or smaller than a set number.
Groups	Limit which partner groups the workflow applies to: • All of: The partner must be part of all the groups you chose to be processed by the workflow. • Any of: The partner has to belong to at least 1 of your selected groups. • None of: The workflow only applies to partners who aren't part of the chosen group(s). The Group condition is useful if you want invited prospects to be automatically accepted when they join your program. You won’t need to check their applications on the Pending Application screen, and they’ll stay in the same assigned group after becoming partners.
Marketplace Verified	Set your workflow rule to only accept verified partners.
Media Property	What media properties a partner owns. Some partners define their media properties differently from how impact.com defines them. For example, what impact.com defines as a social media profile (e.g., a Facebook page) could be listed as a website by an Influencer partner on their profile.
Partner Collection	To which e-commerce or channel category partner belongs, e.g., TikTok Trendsetters, Health & Beauty Experts, DIY & Hardware Pros, Top YouTube Channels, and more. These curated lists of high-potential partners are grouped by impact.com based on their strongest category. Select Preview to view the collection in the Discover Marketplace with the Partner Collection e-tag applied to see who forms part of the collection.
Partner Country	The country in which the partner is located.
Partner Size	How big the partner is or how broad their reach is. Learn more about Partner Sizes. Use the has any of these qualifier when adding this condition to a Workflow since impact.com doesn't typically calculate Partner Size until after a partner has joined the platform. Also, any Workflows you create that include Partner Size as a condition will not process any applications to your program where the partner's Partner Size has yet to be calculated, regardless of how many other conditions in the Workflow the partner does match.
Partner State	In which U.S. state the partner is located. You can also select Americas Forces, Pacific Forces, Europe, Middle East, Canada, Africa and Canada Forces, and Other.

When first adopting Workflows, you should double-check the outcomes of the Workflow to ensure the Workflow is processing applications how you want it to. You should also make sure your conditions and rules don’t contradict one another, e.g., setting the media partner property as Facebook but making one of the social conditions that the audience is on Instagram.

Build a workflow using a template

An application workflow template includes pre-configured segments, making it easy to auto-accept or auto-reject partner applications based on these configurations.

1. From the left navigation menu, select [Engage] → Partners → Automation → Workflows.
2. From the Workflows screen, select Create Workflow.
3. In the Recruit prospects and manage applications templates section, select a template with a green box from which you want to build a workflow.

   1. Refer to Recruit prospects and manage applications templates for more information.
4. Select Create.

Recruit prospects and manage applications templates

Available template	Description
Automate prospect invites (Performance & Creator)	Send an email invite when you add a partner to Prospects, follow up 7 and 14 days after inviting, and auto-accept them when they sign up.
Unlock the power of top creators (Creator only)	This template automatically approves top creators with a large audience base. Below the Conditions section of the template, specify the Partner Country and Audience Location to be approved.
Reject non-qualifying partners (Performance & Creator)	This template automatically rejects applications from Extra Small, Small, and Medium partners outside your service areas. Below the Conditions section of the template, specify your active operating countries; the workflow will automatically reject partners from all other locations.

Run Workflows

The Run Workflows button allows you to process applications periodically to help reduce your application backlog. This may take some time if you need to process a lot of applications.

1. From the left navigation, select [Engage] → Partners → Applications.
2. Select Run Workflows.

   • Once selected, the button will grey out, and you should see a pop-up message to inform you that the workflows are running processing applications for you.

Edit, activate, duplicate, or delete a Workflow

1. From the left navigation menu, select [Engage] → Partners → Automation → Workflows.
2. Select the Application tab.
3. Hover over the Workflow, then select Edit.

   • Select [More] to Activate/Deactivate, Duplicate, or Delete the workflow.

View partner applications that were processed by Workflows

1. From the left navigation, select [Engage] → Partners → Applications.
2. Select the Processed tab.
3. Select Processed By filter → Workflows.