I’m trying to create an automated workflow that will send specific emails when a company has reached a specific milestone. This data will be pulled in from an API.
Essentially, “send this email when the company reaches X milestone, send the next email when the company reaches Y milestone, etc.”
I’m not sure how to set up the milestone so that it will trigger the workflow. Would it be a company property? A workflow property? Something else?
Hi @ABSims Happy to help answer your question about workflow triggers.
There are a few ways you can structure the workflow depending on your use case.
As far as the data from the API, you’re going to want to bring the milestones across to a custom Company Property.
For example:
Company Milestone (dropdown or multi-checkbox)
X milestone
Y milestone
Z milestone
If you use a dropdown, the API would overwrite the milestone as it changes - for example, if the API updates the record on January 2 to be “X milestone” and then it changes on February 3 to “Y milestone” the record would no longer meet the criteria for X milestone as it will be overwritten by Y milestone.
If you use a multi-checkbox, the API would append the property, so “X milestone” would be checked on January 2 and on February 3 “Y milestone” would be added.
Once you have the property configured and the data from the API, you would use the company property to trigger the workflow.
Workflow Option A:
Trigger is Company Property = X milestone
Action = Send Email
You could then create a workflow for each milestone that triggers the corresponding email.
Workflow Option B
Trigger is Company Property = X milestone
Action = Send Email
Delay = X days
Branch - if Company Property = X milestone (go back to delay), if Company Property = Y milestone (go to next action)
Action = Send Email 2
You would create a delay and branch for each milestone and contain the emails all within the same workflow.
As I mentioned, there are a lot of ways to build this out - I hope this helps you get started!