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Create & Manage Email Workflows

Published on: Fri, 20 Sep, 2024 at 11:33 AM | Updated on: Wed, 16 Oct, 2024 at 7:15 AM

Email workflows can help automate communications with your partners. Partner segments define to which partners a workflow sends emails. You can select a workflow template that includes pre-configured segments and example email copy, or create an email workflow from scratch. Once activated, email workflows run once per hour.

This help doc explains how to set up and manage your email workflows in impact.com. For important tips and detailed examples specific to setting up your partner segments, refer to Partner Segments for Email Workflows Explained.

Create an email workflow

In most situations, impact.com recommends starting from a template workflow. If the templates don't suit your needs, then you can create a custom email workflow without the suggested partner segment conditions or email copy.

Some setup steps are different depending on whether you're using a template workflow or a custom workflow. Select the instructions that suit your use case.

From the left navigation menu, select Partners → Automation → Workflows.
At the top-right corner of the page, select Create Workflow.
- If you don't have existing workflows, then Create Workflow is displayed in the center of the screen.

Select a workflow to get started.

Email workflows can be created from a template that includes a pre-configured segment and initial copy for the content of the email. Some templates include multiple workflows that are chained, meaning that a sequence of actions will be taken based on the workflows' configuration.

Templates with multiple workflows are indicated by colored icons on the template card. If you chose a chained template, then you'll need to select Edit below the first workflow to open the workflow creation screen.

Available templates

Template	Description
Automate your prospecting (Performance and 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)	Approve top creators and reach millions of engaged followers.
Welcome & kickstart a new partner (Performance and Creator)	Send a welcome email to newly joined partners and provide assets to help them start promoting 1 day after they join. Emails sent via this workflow can only be sent in 1 language. Caution: After you activate this workflow, ensure that your system welcome emails are turned off to avoid sending your partners duplicate emails.
Celebrate a partner's first sale (Performance only)	Congratulate partners on their first sale with a custom message.
Celebrate top-performing partners (Performance only)	Congratulate partners on achieving a milestone within a specific time frame.

Below Create your own, select Email workflow.

Creating a series of connected workflows: Multiple email and application workflows can work together to engage with your partners and process their applications. To set up multiple workflows with complementary segment conditions, repeat the process above, starting on the Workflows screen.

Enter a brief Workflow Name of up to 50 characters.
Enter a Description. The description isn't visible to your partners.
Set up the Partner Segment to which this workflow should apply.
Note: The current help doc explains the basic steps you'll need to take in the impact.com UI to configure a partner segment. Refer to Partner Segments for Email Workflows Explained for detailed instructions, including tips, best practices, and cautions.
Template workflow
Custom workflow
A segment consists of a collection of AND clauses that are used to identify a list of prospects or partners who match the segment’s conditions. Each time a workflow runs, it assesses which partners or prospects meet the segment's conditions and sends them an email.
A segment will be pre-defined for you, but you can make changes if desired. Avoid making changes to a segment after your workflow has been activated.
1. Within the segment selection field, select [Edit].
2. Review the segment setup and make changes if desired. Refer to the Segment condition options reference for a list of available options.
  Select [And] to add another condition.
  Check the segment conditions carefully: If you modify the segment conditions in the template workflows, ensure that your changes don’t create conflicts with other conditions or workflows. For example, if you want to send 2 emails after a prospect’s relationship stage changes to "Joined," make sure the Last Transition Date conditions for both workflows are in the correct chronological order (e.g., first using 7 Days Ago and then 14 Days Ago) and that they don’t overlap (e.g., avoid pairing Last 7 Days with Last 14 Days).
3. Select Save at the bottom of the slideout.
A segment consists of a collection of AND clauses that are used to identify a list of prospects or partners who match the segment’s conditions. Each time a workflow runs, it assesses which partners or prospects meet the segment's conditions and sends them an email.
1. Select Add Segment.
2. In the slideout, choose an existing segment from the drop-down list, or select Create new segment.
3. Set up the segment conditions.
  At least one segment condition is needed. Refer to the Segment condition options reference for a list of available options.
  Select [And] to add another condition.
  Check the segment conditions carefully: If you plan to use this workflow as part of a series, make sure the partner segment conditions don't create conflicting logic with the other workflows in the series. For example, if you want to send 2 emails after a prospect's relationship stage changes to Joined, make sure that the Last Transition Date conditions of workflow 1 and workflow 2 are chronologically sequential ( 7 Days Ago and 14 Days Ago, rather than 14 Days Ago and 7 Days Ago).
4. Select Save at the bottom of the slideout.
In the Action Type section, set up the email that will be sent to your selected partners.
Template workflow
Custom workflow
1. Select [Edit] to adjust the body and settings of the template email, including any sign-up instructions or dynamic content. Refer to Create a Messaging Template for additional setup help.
2. If you want this email to be saved for future re-use, then [Toggle on] Save as new messaging template and enter a messaging template Name.
3. Select Done at the bottom of the slideout. Alternatively, you can send select Send test email. The test will be directed to the email address connected with your user account.
1. Select Add Email to adjust the body and settings of the email, including any sign-up instructions or dynamic content. Refer to Create a Messaging Template for additional help.
2. If you want this email to be saved for future re-use, then [Toggle on] Save as new messaging template and enter a messaging template Name.
3. Select Done at the bottom of the slideout. Alternatively, you can send select Send test email. The test will be directed to the email address connected with your user account.
Select Activate Workflow or Save as draft.
- Alternatively, if you selected a template that includes multiple workflows, select Save and continue setting up the other workflows. When all workflows have been set up, select Activate Workflows to launch them.
- Activated workflows process automatically at the top of the hour.
- Draft workflows can be accessed from the main Workflows screen.

Segment condition reference

The segment conditions are divided into two categories: Performance and Partners. Performance conditions relate to how the partner is performing within your program. Partners conditions relate to characteristics of the partners themselves and what relationship they have to your brand.

Performance conditions

Performance Condition	Description
Clicks	Clicks refers to the number of clicks the partner has driven. You can target the segment to partners with clicks `greater than` or `less than` a given value. Clicks can't be set to `less than` `1`. To target partners with a low number of clicks, enter an option such as Clicks `less than` `100`.
Actions	Actions refers to the number of actions the partner has taken. You can target the segment to partners with actions `greater than` or `less than` a given value. Actions can't be set to `less than` `1`. To target partners with a low number of actions, enter an option such as Actions `less than` `100`.
Revenue	Revenue refers to revenue that can be attributed to the partner. You can target the segment to partners who've driven `greater than` or `less than` a given amount of revenue. Revenue can't be set to `less than` `1`. To target partners with low revenue, enter an option such as Revenue `less than` `100`.
Performance Date Range	Performance Date Range defines the period of time for which you want to evaluate the partner's clicks, actions, or revenue. This condition must be paired with at least 1 clicks, action, or revenue condition. This condition has 3 possible operators: `is`: Select from either an Exact Days Ago or a Date Range option. Exact Days Ago lets you target a fixed date, e.g., a partner who drove 50 actions `7 days ago`. Date Range is more flexible and lets you target a rolling period of time, e.g., a partner who drove 50 actions within the `Last 7 Days`. How do I know which date option to select? The Date Range condition is most useful if you only have one email workflow, want to assess a rolling period, and are comfortable with the partner being sent an email the moment they have met all your conditions. Exact Days Ago is preferable If you want to use multiple sequential workflows or contact a partner only after a certain number of days has passed. `between`: Choose a range of exact dates, e.g., `Oct 1 2024-Oct 7 2024`. `interval between:` Enter a numeric value representing a custom range of dates, e.g., `interval between 10 & 20 days ago`.

Partners conditions

Partners Condition	Description
Relationship Stage	Relationship Stage is the current stage of a prospect or partner in the recruitment life cycle. Select All: Apply all prospect stages. None: Partners you haven't tagged as prospects or otherwise interacted with. New: Partners you've tagged as prospects, but have yet to email or send a proposal to. Outreach: Partners you've sent an email or a proposal to, but have yet to respond to you. Negotiating: Partners who have countered a proposal you sent, and partners from whom you've countered a proposal. Joined: Partners joined to your program. Expired: Partners with expired contracts.
Last Transition Date	Last Transition Date defines date the partner's most recent Relationship Stage changed. This condition can only be used with Relationship Stage and should be avoided for Contract Stage. This condition has 3 possible operators: `is`: Select from either an Exact Days Ago or a Date Range option. Exact Days Ago lets you target a fixed date, e.g., a partner who drove 50 actions `7 days ago`. Date Range is more flexible and lets you target a rolling period of time, e.g., a partner who drove 50 actions within the `Last 7 Days`. How do I know which date option to select? impact.com recommends selecting the Exact Days Ago option when setting up a Last Transition Date for the Relationship Stage. `between`: Choose a range of exact dates, e.g., `Oct 1 2024-Oct 7 2024`. `interval between:` Enter a numeric value representing a custom range of dates, e.g., `interval between 10 & 20 days ago`.
Partner Group	Search for partner groups that include the desired partners. More than one can be selected.
Partner Template Term	Specify which partner template terms by selecting them or filtering them by name with a text search.
Contract Stage	Target the segment to only partners in a specific contract stage. Example: You have sent proposals to several partners who haven't yet actioned them. To follow up with these partners, choose the Contract Stage condition Awaiting Publisher Approval. Contract Stage can't be used with with the Last Transition Date and the Performance Date Range conditions. If you want to use those conditions, then you must choose Relationship Stage `is any of` Joined instead. Contract stage descriptions Select All: Partners at any contract stage will be targeted. None: A contract does not exist between you and the partner. Awaiting Publisher Approval: Partners who have not yet accepted your contract proposal. Awaiting Advertiser Approval: Partners waiting for contract approval from you. Publisher Declined: Partners who have declined your contract proposals. Advertiser Declined: Partners who have had their contract declined by you. Joined: Partners who are joined to your program. Expired: Partners who contracts have been expired. Awaiting Contract Start: Partners who have upcoming contracts starting with you. Advertiser Retracted: Partners from whom you have withdrawn contract proposals. Advertiser Countered: You have countered a contract proposal. Publisher Retracted: Partners who have withdrawn contracts they've proposed to you. Publisher Countered: Partners who have countered one of your contract proposals. Pending Contract Expired: The proposed contract has expired.
Contract ID	The unique identifier for your contracts.
Partner Name	Select the names of the partners you want to add to your segment.
Partner ID	The unique identifier for your partners. You can find partner IDs by going to Partners → Partners and referencing the ID in the Partner field.

Manage an existing email workflow

You can edit, pause, or delete a workflow at any time.

From the left navigation menu, select Partners → Automation → Workflows.
Hover your cursor over the email workflow you want to manage.
- Select View Report to view statistics related to this workflow's opens, clicks, and bounced emails.
- Select Edit to adjust your workflow settings.
- Select [More] to access the Activate, Pause, or Delete options.

Email Workflows FAQ

Which type of contacts can receive Workflow emails?

Only partners with a Marketplace email type can receive Workflow emails. A marketplace contact is set if the partner has only one user or if the partner configures it from within their public profile.

Is there a limit to how many emails can be sent?

Yes. The partner segment is limited to 10,000 email addresses. If your segment conditions result in more than 10,000 email addresses, then no emails will be sent. Reach out to your CSM or contact support to help you troubleshoot your segment configuration.

What is the easiest way to stop emails from being sent if I make a mistake?

The best approach is to pause the Workflow as quickly as possible. If the Last Processed column is blank (or -), then processing never started and no partners were targeted. If Last Processed has a date, use the reporting option within the Workflow UI to see who already received the email.

Are there any risks in using Workflows and auto-shifting my partners to a new contract?

When your partners' old contract is superseded by the new contracts, their Relationship Stage changes to Joined, and the Last Transition Date becomes Today. If these changes cause the partner to be included in one of your configured partner segments, then they'll receive any emails associated with the workflow. However, if they have already been contacted through this workflow before, they won't get another email.

Create an email workflow

Segment condition reference

Manage an existing email workflow

Email Workflows FAQ

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