Auto-Enroll Batches of Candidates in Workflow
SOLVE
2 Accepted solutions
Auto-Enroll Batches of Candidates in Workflow
SOLVEHi @agugel,
HubSpot currently does not support pre-defining how many records should enroll in a given time frame. This is something you would have to do manually: https://knowledge.hubspot.com/workflows/manually-enroll-objects-into-workflows
To avoid accidentally enrolling contacts multiple times, either disable re-enrollment in your workflow or add a criterion to your list 'Contact has never been enrolled' in your workflow – so that it auto-updates and removes enrolled records.
If manual work is not an option, try and figure out a way that each contact receives a value in a date property that documents when they should be enrolled, e.g. 'Candidate workflow enrollment date'. You can then set enrollment for contacts where 'Candidate workflow enrollment date is less than 1 day ago' and they would enroll immediately when that date arrives. (In that case, make sure to specify workflow working hours.) This is what is typically done and I consider it best practice.
You could also populate this date in advance by exporting your contacts, either in HubSpot or by exporting your contacts, adding the date in Excel, re-importing them.
All of the above is assuming that this list has more than 10 contacts at any given time. If it is being populated with exactly 10 contacts every weekday, then you don't have to do anything besides specifying list membership as enrollment criterion in your workflow.
Best regards!
| Karsten Köhler |
 | Did my post help answer your query? Help the community by marking it as a solution. |
Auto-Enroll Batches of Candidates in Workflow
SOLVEHi @agugel the option @karstenkoehler recommends with using a date property is a good solution and I agree best practice, especially if you can import/export the contacts to prepopulate the date so that there are 10/day.
I was playing around with a similar situation and built out a solution that didn't need the daily cadence, but needed a slight variation in the nurture flow across a huge list 100k+
I'm not sure if it's an option you might consider or if the date option works, but dropping it here just in case it's helpful to you or someone else.
Basically, use random split branches in a workflow with delays - this would work best with a static list, not an active list because you can control how many go through each branch at once instead of randomly over time.
TLDR; it can be done, it's not easy/quick to build though, but once you build it out, you could clone it and then change the trigger to a different static list or reuse it by changing the trigger and enrolling contacts that meet the new criteria (as long as the lists are roughly the same size, since it's all percentage based). And it depends greatly on how large your static list is, mine was less than 5k and would take at least 2 hours to fully build it out.
For example, my static list has 4,650 contacts and based on that, you could create the workflow like this:
1 - Set the trigger to the list:
2 - choose branch, then random branch by percentage
3 - add 10 branches to divide your list into groups of 10%
In my case, 465 contacts will enter each branch.
4 - Add another random branch, this time go all the way down to 2% - this took 41 branches
This will get each branch to 9 contacts (as close as I could get with my sample list).
Obviously - or at least I hope it is - you can split your initial branch much further, or less, depending on the size of your list, and you can add however many branches you need to divide them out.
5 - add your 3 touch workflow to the first branch
6 - clone that action set to the second branch, but add a delay action prior to it for 1 day.
7 - clone that action set and adjust the delay to 2 days
8 - once you've built out all of the actions with delayes for the 2% branch, you'd clone the action and following actions to each of the 10% branches:
9 - since you only want 1 branch to fire per day, you have to edit all of the delays in the second branch
10 - copy that to the next 10% branch and adjust the delays again, and so on.
I chose fewer splits in the first branch and more in the second branch to have more control over the delays, but I think you could build it out in single split if your list is small enough, or two equal splits if that's easier for you.
This is a workaround, it's something you COULD implement, not sure if it's worth it and you SHOULD.
If my reply answered your question please mark it as a solution to make it easier for others to find.
Auto-Enroll Batches of Candidates in Workflow
SOLVEHi @agugel the option @karstenkoehler recommends with using a date property is a good solution and I agree best practice, especially if you can import/export the contacts to prepopulate the date so that there are 10/day.
I was playing around with a similar situation and built out a solution that didn't need the daily cadence, but needed a slight variation in the nurture flow across a huge list 100k+
I'm not sure if it's an option you might consider or if the date option works, but dropping it here just in case it's helpful to you or someone else.
Basically, use random split branches in a workflow with delays - this would work best with a static list, not an active list because you can control how many go through each branch at once instead of randomly over time.
TLDR; it can be done, it's not easy/quick to build though, but once you build it out, you could clone it and then change the trigger to a different static list or reuse it by changing the trigger and enrolling contacts that meet the new criteria (as long as the lists are roughly the same size, since it's all percentage based). And it depends greatly on how large your static list is, mine was less than 5k and would take at least 2 hours to fully build it out.
For example, my static list has 4,650 contacts and based on that, you could create the workflow like this:
1 - Set the trigger to the list:
2 - choose branch, then random branch by percentage
3 - add 10 branches to divide your list into groups of 10%
In my case, 465 contacts will enter each branch.
4 - Add another random branch, this time go all the way down to 2% - this took 41 branches
This will get each branch to 9 contacts (as close as I could get with my sample list).
Obviously - or at least I hope it is - you can split your initial branch much further, or less, depending on the size of your list, and you can add however many branches you need to divide them out.
5 - add your 3 touch workflow to the first branch
6 - clone that action set to the second branch, but add a delay action prior to it for 1 day.
7 - clone that action set and adjust the delay to 2 days
8 - once you've built out all of the actions with delayes for the 2% branch, you'd clone the action and following actions to each of the 10% branches:
9 - since you only want 1 branch to fire per day, you have to edit all of the delays in the second branch
10 - copy that to the next 10% branch and adjust the delays again, and so on.
I chose fewer splits in the first branch and more in the second branch to have more control over the delays, but I think you could build it out in single split if your list is small enough, or two equal splits if that's easier for you.
This is a workaround, it's something you COULD implement, not sure if it's worth it and you SHOULD.
If my reply answered your question please mark it as a solution to make it easier for others to find.
Auto-Enroll Batches of Candidates in Workflow
SOLVEHi @agugel,
HubSpot currently does not support pre-defining how many records should enroll in a given time frame. This is something you would have to do manually: https://knowledge.hubspot.com/workflows/manually-enroll-objects-into-workflows
To avoid accidentally enrolling contacts multiple times, either disable re-enrollment in your workflow or add a criterion to your list 'Contact has never been enrolled' in your workflow – so that it auto-updates and removes enrolled records.
If manual work is not an option, try and figure out a way that each contact receives a value in a date property that documents when they should be enrolled, e.g. 'Candidate workflow enrollment date'. You can then set enrollment for contacts where 'Candidate workflow enrollment date is less than 1 day ago' and they would enroll immediately when that date arrives. (In that case, make sure to specify workflow working hours.) This is what is typically done and I consider it best practice.
You could also populate this date in advance by exporting your contacts, either in HubSpot or by exporting your contacts, adding the date in Excel, re-importing them.
All of the above is assuming that this list has more than 10 contacts at any given time. If it is being populated with exactly 10 contacts every weekday, then you don't have to do anything besides specifying list membership as enrollment criterion in your workflow.
Best regards!
| Karsten Köhler |
| Did my post help answer your query? Help the community by marking it as a solution. |
