What if I edit an active workflow?

Marketing & Content Hub Email Marketing Tool
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What if I add an action after a workflow is running?

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Hi @HDang9,

That depends on where you add it.

  • If you add it at the very beginning, contacts who have already completed actions will not retroactively go through the newly added action. New contacts will go through the action.
  • The same applies to actions somewhere throughout your workflow. New contacts will experience it, contacts yet to get to that point, too. Contacts who are already further down the workflow won’t.
  • If you add actions at the end of the workflow, you might think that these will apply to all contacts. They won’t. Again, they’ll only apply to contacts who haven’t yet completed the workflow. Contacts who have already completed the workflow have left the workflow, they’re not waiting at the end of the workflow.

Keep in mind that editing live workflows is the HubSpot equivalent of open heart surgery. If you make changes, make sure to consider all consequences, especially if the workflow contains automated marketing emails.

Best regards!

3

Hi @karstenkoehler,

Thank you for your advice. I’m struggling with my active workflow that really need your help:
This workflow has only an action to send welcome emails to “New” customers, it’s about 200,000 contacts that’s completed. However, I need to add several actions for those who weren’t changed their contact status. How can I keep the existing workflow & make it satisfy my order?

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Hi @HDang9,

I would suggest the following:

  • Create a static list of contacts that have ever been enrolled in this workflow.
  • Adjust the current workflow and append your new actions.
  • Create a second workflow that enrolls contacts from the static list above and runs them through the new actions.
  • Once all contacts from the static list have completed the new action, you can deactivate and archive the workflow.

There are other ways to achieve this with one workflow (using re-enrollment and branches) but looking at the number of 200,000, I wouldn’t risk it. One small mistake could mean that things get messy.

Best regards!

5

Hi @karstenkoehler ,

I’ve considered doing so before asking you but it may affect my report dashboard, right? The data will be decentralized into 2 pieces & I don’t want it that way =))))

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Hi @HDang9,

In that case, I would suggest the following steps:

  • Create a static list of contacts that have ever been enrolled in this workflow.
  • At the beginning of the workflow, branch by membership in this list.
  • Contacts who are not in the list would go through the same actions as before: all previous actions are moved to this branch.
  • Contacts who are in the list would skip actions they’ve already experienced, you can do this by using the ‘Go to other action’ workflow action. Simply jump to a later action in the other branch.
  • Enable re-enrollment for the workflow.
  • Manually re-enroll the static list.

Feel free to share a screenshot of your current workflow, I can make it more specific.

Best regards

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Hi @karstenkoehler ,

Yes, completely agreed. However, if the first enrollment trigger can not be an If/ then branch right? Then how can I check if a contact is or is not in the static list (as you recommended) to decide what to do with 2 branches?
Or do you mean to add an If/then branch right after the enrollment trigger to check if a contact is a member of the static list or not to assign them to a specific branch?

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Hey @karstenkoehler,

I’ve come across such a silly solution as below example:

- Insert new enrollment trigger: a contact either is or is not a member of the static list (the list that you recommended). Because only in this way, the new contacts can be enrolled in the workflow right?

- Add an If/ then branch to check if a contact is or is not a member of the list

- Then do the remaining as you said =)))

HDang9_0-1677061705501.png
HDang9_0-1677061705501.png1262×1858 170 KB

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Hi @HDang9,

I’m not sure that’s what you intended. Contact is a member of a list or not means that all contacts in your portal will enroll?

Here are the steps again:

  • Create a static list of contacts that have ever been enrolled in this workflow.
  • At the beginning of the workflow, branch by membership in this list.
  • Contacts who are not in the list would go through the same actions as before: all previous actions are moved to this branch.
  • Contacts who are in the list would skip actions they’ve already experienced, you can do this by using the ‘Go to other action’ workflow action. Simply jump to a later action in the other branch.
  • Enable re-enrollment for the workflow.
  • Manually re-enroll the static list.

Looking at your workflow, the if/then branch for list membership would go here:

karstenkoehler_0-1677062099566.jpg
karstenkoehler_0-1677062099566.jpg1030×1212 95.8 KB

If a contact is a member of the list, add your new actions, then use ‘Go to other action’ and jump back to what is not “1. Delay fo a set amount of time”. When you create the branch, move all existing actions under the branch for contacts not on the list.

Best regards

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Dear @karstenkoehler ,

Thanks a lot for your support. Really appreciate :folded_hands: