Welcome Series Workflow Template

The Welcome Series workflow template allows you to send a new contact a two-email series of welcome messages when the contact is added to your account. Expanding a welcome message into a welcome series is the best way to introduce your values, your products, and other ways to connect with your brand such as social media or blogs.

About this task

The Welcome Series 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 series list. This keeps the contact from receiving other marketing messages from you while they are being engaged as part of the Welcome Series workflow, which prevents the contact from feeling bombarded by messages right after opt-in.

Contacts in this workflow are sent two welcome messages that you designed. These messages should introduce the new subscriber to what your brand is all about. The first message is sent right after the contact is moved to the welcome series list. After a period of time you specify, the default is 2 days, the contact is sent a second welcome message and is then moved from the welcome series list back to the master list.

After you make a copy of the workflow template, you can adjust the workflow to best suit your needs. For example, if you want to expand the Welcome Series workflow beyond two messages, you can add additional message and delay nodes to send contacts additional messages.

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.
  • Create the emails you want to send to new contacts. For more information see Create Email: Message Editor.
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 Series Template:
    1. In the Template Workflows section, select the box for Welcome Series 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 Add to Temporary 'Welcome Series' List node
    1. Click a specific list.
    2. Click on the welcome series list you set up for this workflow 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, then you do not need to use this node.

  8. In the Send Welcome Message #1 node, select the email message that will be sent when a contact is added:
    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. In the Wait for 2 Days (Or More/Less) node click 2 days if you want to change the amount of time that will pass before a contact receives the second welcome message. If you clicked 2 days
    1. Enter a new number in the Wait for box.
    2. Select a measurement of time from the Days list.
    3. Click Done.
  10. In the Send Welcome Message #2 node, select second the email message that will be sent after the specified delay time:
    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. Optional: If you want to change the amount of time that will pass before a contact is removed from the welcome series list:
    1. In the Wait for an Add'l 2 Days node, click 2 days.
    2. Enter a new number in the Wait for box.
    3. Select a measurement of time from the Days list.
    4. Click Done.
  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 Series' List node
    1. Click a specific list.
    2. Click on the list you added your contacts to for the welcome series 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.