How to Create Automated Annual Messages in Workflows
Annual communication workflows ensure your contacts stay engaged with timely and relevant messages year after year. Automating this process saves time and maintains consistency in your outreach efforts. In this guide, we’ll walk you through setting up a recurring annual workflow in your CRM to streamline communications and improve engagement with your audience.
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.
Wait
Add a "Wait" step to pause the workflow until whenever you please.
Specify the time to resume, ensuring the message is sent at an appropriate time of day.
Check Membership Status
After the waiting period, add a condition to check if the contact still has the "Campaign 19" tag.
📌NOTE: 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.
Wait 365 Days
After sending the messages, add another "Wait" step for 365 days.
📌NOTE: 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" step. This creates a repeating cycle, allowing the workflow to run annually.
Testing the Workflow
Before activating your workflow, test it to confirm it works as expected:
Create a Test Contact, and add the appropriate tag to simulate triggering the workflow. Then check the workflow steps, and use the already-built workflow to simulate time progression. Ensure the workflow pauses, sends messages, and loops as intended.
When it comes to staying connected with your audience, an annual communication workflow ensures you’re always one step ahead. By automating the process, you’re free to focus on building stronger relationships while your CRM takes care of the repetitive tasks. With the right setup, this workflow can become invaluable in your communication strategy, keeping your contacts engaged and your campaigns running smoothly.
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" step.
FAQs
Q: Can I customize the message content?
- Yes, you can fully customize the text and email content sent to your members.
Q: 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.
Q: 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.