The Workflow feature enables you to create fully automated, multitouch communication sequences. The system supports scheduling messages across multiple channels and applying engagement or activity-based triggers to deliver contextually relevant content at the appropriate time.

Before You Start

The Workflows feature works best if you configure a few things before using it. When you create a new Workflow, you’ll be prompted for three key pieces of information before you can start adding time delays or branching paths:

• Workflow Details: You will enter the Workflow Name, Description, and the Sender Details for the email you’ll be sending.
• Audience: Choose who you want to reach using Saved Searches, Tags, or individual email addresses.
• Folder and Email: You will select an Email Folder and choose the Email you want to use. You can also set the Subject Line and Preview Text here.

To avoid hopping back and forth between different parts of Poppulo, it’s a good idea to have these items ready before you start building your Workflow.

Creating a new Workflow 

To create a new workflow,

1. From the Home page, go to Comms > Workflow.
2. From the Workflow screen, click Create. A Pop-up window appears.

3. On the Pop-up window, provide the details as mentioned,
   • Workflow name: enter a name for the workflow. 
   • Workflow description: provide more details for the workflow. This field is optional.
   • From name: enter the name of the individual who is creating the workflow.
   • From email: provide an email address of the individual who is creating the workflow.
   • Reply to email: enter the email address of the recipient.

4. Click Continue. The workflow is created, and the workflow builder screen appears.

Building a Workflow

On the Workflow Builder screen, you can define the workflows as per your requirements. There are multiple steps that allow you to define the workflows. The available step types are:

• Start
• Email
• Wait
• Branch
• End 

Start Step

The Start step defines how and when the workflow begins, and who will receive the communication.
To set up the Start step,

1. Click Start to initiate the workflow.  The Start pop-up window appears.

2. From the Audience drop-down menu, select your audience. The available options are:
   • Tag
   • Saved  Search
   • Individuals: the workflow is created for specific individuals.
3. From Select Audience drop-down menu, enter the details according to the selection you made in the Audience field. For example, if you have chosen the audience as Individuals, provide email addresses of individuals for whom you are creating the workflow.

4. Click the plus symbol and insert the next step. It can be either an Email or Wait step.

Email Step

The Email step allows you to send an email within the workflow.
To set up the Email step,

1. Click the plus symbol and select Email. The Email pop-up window appears.

2. On the Email pop-up window, provide details as mentioned.
   • Email Folder: select an email folder.
   • Email: choose an email title.
   • Subject line: add a custom subject line for the email.
   • Preview text: provide description of the email.

3. The Email step is created.

Note: Emails in Draft or For Approval status are automatically set to Approved when sent.

Wait Step

The Wait step defines the delay before the next action.
To set up a Wait step,

1. Click the plus symbol and select Wait.

2. The Wait step is added to the workflow. On the Wait pop-up window, you can choose the number of days to delay the email. The time delay options are:
   • Minimum: 1 day
   • Maximum: 7 days  
     Hour-based delays are not currently supported.

Branch Step (Conditional)

The Branch step allows different paths based on user behaviour. You must adhere to the following rules to create the branch step.

• It can only be added after a Wait step.
• It supports a single condition:
  • Opened / Not Opened (email open behaviour)
• Only one conditional branch is allowed per workflow.

End Step

The End step marks the end of a workflow path. It must be placed at the end of each workflow branch. All branches require an End step before the workflow can start.
To add an End step,

1. Click the plus symbol and select End.

2. The End step is added, and message appears indicating the workflow path is ended.

Deleting Steps

While creating steps, you can delete a step at any time.
To delete a step,

1. Click the delete bin icon on the step. 

If the step has child steps, you will receive a warning.

2. On the Delete Node confirmation screen, click Delete.

Starting a Workflow

You can start the workflow after setting up the steps. 
To start a workflow,

1. Click Start in the upper corner of the Workflow Builder.

The workflow begins and is added to the Workflow screen.

Viewing a Workflow

On the Workflows screen, you can view all the workflows which are created.

Click the View button or select the workflow name. The workflow opens in read-only mode.
If the workflow is in draft mode, then click Edit or select the workflow name to open the Workflow Builder in edit mode.

Stopping a Workflow

If you wish to stop a workflow,

1. Locate the active workflow on the Workflow homepage.
2. Click Stop. A warning message appears to confirm your action. Once, the workflow is stopped, it can be undone.

When a workflow is stopped,

• Any active email sends are immediately halted.
• All future workflow steps are cancelled.
• The workflow status changes to Stopped.
• You may view the workflow but cannot restart or edit it.