topic Re: Scheduling an email in a workflow in Lists, Lead Scoring & Workflows

Scheduling an email in a workflow

PriyaMaheshwari — Thu, 05 Nov 2020 06:28:39 GMT

Hi,

If an email is a part of a workflow, can it be scheduled as well? Or will it be sent instantly when the workflow is turned on?

Re: Scheduling an email in a workflow

karstenkoehler — Thu, 05 Nov 2020 06:40:30 GMT

Hi @PriyaMaheshwari,

Automated emails and workflows don't have a 'Schedule' button but you can use delays or date-centered workflows to do virtually the same thing.

Delays are a workflow action. They will make a workflow 'wait' for a set amount of time (e.g. 4 hours), until a day or time (e.g. Nov 11th) or until an event happens (e.g. form submission). If you add a delay step right before an automated email, this email would be sent once the delay is over.

'Center on a date' (or 'Center on a date property') is a type of workflow. When you create this type of workflow, you can pick a date and add actions (like email sends) x days before the date, on the date or x days after the date.

To also answer your initial question: Without any of the features described above, yes, a workflow would send an email instantly when a contact arrives at a certain action.

Hope this helps!

Re: Scheduling an email in a workflow

PriyaMaheshwari — Fri, 06 Nov 2020 09:39:07 GMT

Okay, another question that I have is that I have scheduled a workflow to run between 2-2.30 EST, and the first step is that if a contact is a part of list X he should be sent a mail Y. The workflow is turned on, but I don't see any mail being sent. what could be the problem?

Re: Scheduling an email in a workflow

karstenkoehler — Fri, 06 Nov 2020 10:05:12 GMT

Hi @PriyaMaheshwari,

Without seeing the workflow settings, it's hard to tell. For starters, this FAQ post might be helpful.

I would go about troubleshooting as follows:

What does the workflow history tab say about the contact? (filter history by contact)

Has the contact previously bounced? (check on contact record)

Is the contact actually fulfilling the enrollment criteria? (in this case: is the contact a member of the list)

Has the contact been previously enrolled in the workflow but re-enrollment is now deactivated?

Hope this helps!

Re: Scheduling an email in a workflow

PriyaMaheshwari — Tue, 10 Nov 2020 09:56:21 GMT

Thanks for such a prompt reply. Another thing, I started my workflow, the first email was sent and then I had put an action for if/then branch. But post that the other mails are not getting sent out. Could you help me with the workflow if I let you know my account details?

Re: Scheduling an email in a workflow

karstenkoehler — Tue, 10 Nov 2020 09:58:23 GMT

Hello @PriyaMaheshwari, happy to have a look, I'll send you a direct message!

Re: Scheduling an email in a workflow

PriyaMaheshwari — Thu, 18 Feb 2021 06:34:18 GMT

Okay, if I have added delays between 2 mails, and the workflow is off for the weekends. So, if I set a delay of 1 day after a mail that was sent on Friday, would the next mail be triggered on Monday or Saturday?

P.S- The WF is turned off for weekends.

Thanks

Priya

Re: Scheduling an email in a workflow

karstenkoehler — Thu, 18 Feb 2021 08:18:29 GMT

Hi @PriyaMaheshwari,

Delays execute outside of business hours, actions don't (explained here). In your specific scenario: If a contact enters a one-day-delay on Friday but Saturday/Sunday are not included in the workflow business hours, then the next email would be sent on Monday.

Hope this helps!

Re: Scheduling an email in a workflow

PriyaMaheshwari — Thu, 18 Feb 2021 12:19:20 GMT

Thanks Karsten! 🙂

Re: Scheduling an email in a workflow

PriyaMaheshwari — Wed, 03 Mar 2021 08:46:50 GMT

Hi Karsten,

Could you help me with how I can A/B test an automated email in an workflow? It there an option?

Re: Scheduling an email in a workflow

karstenkoehler — Wed, 03 Mar 2021 08:51:03 GMT

HI @PriyaMaheshwari,

This is currently not supported, a lot of users have requested this in the HubSpot Ideas section of the community.

Until there is a native feature, you could look into the workaround that @fiachra_duffy has shared here: https://community.hubspot.com/t5/Tips-Tricks-Best-Practices/How-to-A-B-test-within-a-Workflow-workaround-with-guide-video/td-p/368292

If this post was helpful, as always I'd appreciate if you marked it as a solution.

Best regards!

Re: Scheduling an email in a workflow

fiachra_duffy — Wed, 03 Mar 2021 09:05:51 GMT

@PriyaMaheshwari @karstenkoehler A/B testing is now in Beta in HubSpot Workflows 🙂

Contact your Customer Success Manager or Channel Consultant to get enrolled on it

Re: Scheduling an email in a workflow

PriyaMaheshwari — Fri, 09 Apr 2021 09:54:44 GMT

Hey Karsten,

Recently I sent out an email from hubspot to the 2 group Email ids that we have in our organization (one for the US and the other for India). But sadly, none of the team mates received those mails. I am not very sure why that might be.

Re: Scheduling an email in a workflow

karstenkoehler — Fri, 09 Apr 2021 14:18:31 GMT

Hi @PriyaMaheshwari,

I'd recommend checking these steps:

What does the workflow history tab say about the contact? (filter history by contact)

Has the contact previously bounced? (check on contact record)

Is the contact actually fulfilling the enrollment criteria? (in this case: is the contact a member of the list)

Has the contact been previously enrolled in the workflow but re-enrollment is now deactivated?

Let me know how it goes!

Re: Scheduling an email in a workflow

mspeth — Fri, 12 Nov 2021 13:28:44 GMT

Hi @karstenkoehler

Thanks for this, but you write:

> Delays are a workflow action. They will make a workflow 'wait' for a set amount of time (e.g. 4 hours), until a

> day or time (e.g. Nov 11th)

But there is no option to set a date. You can only choose a delay until a day of the week or time.

Am I missing something?

(I'm trying to setup a workflow around an event/webinar which sends out automated emails as reminders before and after the event)

Thanks

Markus