Welcome Message w/ Manage Preferences Workflow Template

The Welcome Message w/ Manage Preferences workflow template allows you to send a new contact a welcome message that requests the contact provides additional personal information when the contact is added to your account. After a delay, contacts who did not submit a Manage Preferences webform are sent a second message that encourages them to complete the webform.

About this task

The Welcome Message w/ Manage Preferences workflow template starts when a contact is added to your account. When a contact is added, the workflow is triggered and the contact is moved from the master contact list to a welcome message list. This keeps the contact from receiving other marketing messages from you while they are being engaged as part of the Welcome Message w/ Manage Preferences workflow, which prevents the contact from feeling bombarded by messages right after opt-in.

Contacts in this workflow are sent a message that includes a request to complete a Manage Preferences webform. Contacts who complete the webform within the delay time are moved back to the master list. Contacts who do not submit the webform are sent a second email request. We recommend the second request includes an incentive for completing the webform. After a second delay, all contacts who are still on the welcome message list are moved back to the master list regardless of whether they completed the Manage Preferences webform.

Before you use the Welcome Series workflow template to set up your Welcome Series workflow, you need to:
  • Create the list you want to temporally move contacts to while they are in this workflow. For more information see Create A List.
  • Have a Manage Preference webform. For more information see Types of Webforms.
  • Create the emails you want to send with this workflow. For more information see Create Email: Message Editor. The emails you create should include a link to your Manage Preferences webform. We recommend the second email you send includes an incentive to complete the webform, since the first email request wasn't successful.
Note: The node labels in this template have been renamed to help guide you through the template. To see which nodes were used, mouse over the node label. You can also edit any of these custom labels.

What you need to do:

Procedure

  1. Go to Automation > Workflows.
  2. Copy the Welcome Message w/ Manage Preferences Template:
    1. In the Template Workflows section, select the box for Welcome Message w/ Manage Preferences Template.
    2. Click Copy.

      A window appears asking if you are sure you want to copy the template.

    3. Click Copy.
  3. In the Your Workflows list, click on the name of the copy you made.

    The copy of the template opens in the workflow builder.

  4. To edit the name and/or description of the workflow:
    1. Click on the workflow name, located above the workflow builder.
    2. Enter a new name in the Name box.
    3. Enter a new description in the Description box.
    4. Click Ok.
  5. In the Identifies All Newly Eligible Subscribers node:
    1. Click on the contact status.
    2. Set the status to active/onboarding.
  6. In the Temporary Add to 'Welcome Message' List node
    1. Click a specific list.
    2. Click on the welcome message list you set up for this workflow and then click Select.
  7. In the Temporarily Remove from 'Master List' node
    1. Click a specific list.
    2. Click on the master list you set up for your contacts then click Select.

      It is possible that you may not have set up a master list for your contacts. If this is the case, you do not need to use this node and should remove it from the workflow.

  8. In the Send Welcome Message #1 w/ Manage Pref CTA node, select the email message that will be sent when a contact is added:

    This email should include a link to your Manage Preferences webform.

    1. Click an email message in the node text, click the name of the email message you want to send, then click Select.
    2. Click a name in the node text, enter the from name to be used for the email message in the From Name text box, then click Done.

      If you already see the correct name here you can skip this step.

    3. Click email address in the node text, enter the email address to be used for the message in the Email Address text box, then click Done.

      If you already see your email address here you can skip this step.

    4. Click the bold text on for Sender authentication if you wish to disable this feature.
    5. Click the bold text off for Reply Tracking and/or Frequency cap overrides if you wish to enable either of these features.

      For more information about frequency caps see Set Email Frequency Caps For Your Account.

  9. Optional: If you want to change the default amount of time contacts have to complete the webform after the first email:
    1. In the Wait 1 Week for Cust to Submit Webform in Msg #1 node click 7 days.
    2. Enter a new number in the 7 box.
    3. Select the relevant measurement of time from the Days list.
    4. Click Done.
  10. In the If No Form Usage, Send Reminder Msg #2 node, select the second email message that will be sent after the specified delay time if a contact did not submit the Manage Preferences form:

    We recommend this email includes an incentive to complete the form.

    1. Click an email message in the node text, click the name of the email message you want to send, then click Select.
    2. Click a name in the node text, enter the from name to be used for the email message in the From Name text box, then click Done.

      If you already see the correct name here you can skip this step.

    3. Click email address in the node text, enter the email address to be used for the message in the Email Address text box, then click Done.

      If you already see your email address here you can skip this step.

    4. Click the bold text on for Sender authentication if you wish to disable this feature.
    5. Click the bold text off for Reply Tracking and/or Frequency cap overrides if you wish to enable either of these features.

      For more information about frequency caps see Set Email Frequency Caps For Your Account.

  11. Leave the Wait 2 Days Before Reassigning Lists node unchanged.
  12. In the Add Back to 'Master List' node
    1. Click a specific list.
    2. Click on the list you want contacts to be moved to when they complete the welcome series then click Select.
  13. In the Remove from 'Welcome Message' List node
    1. Click a specific list.
    2. Click on the list you added your contacts to for the workflow then click Select.
  14. Click Save Changes.
  15. If you are ready to start using your workflow, click the Inactive toggle to activate the workflow.

    The workflow starts working immediately after it is activated, so only do this if you want to start sending your welcome messages to new contacts.