Can member of workflow be removed from an action or set of actions within workflow?

[SWells7]

Hello,

I am creating workflows to send out a series of emails to participants with information on resources, dates, times, etc. for their training sessions. They will be in cohorts, so I will have different workflows for each cohort's dates and times. However, I am not sure what to do if a participant needs to reschedule to a time for a different cohort. Is there a way they can just be removed from one action or a series of actions within the workflow without completely unenrolling them? Can I add them in to just a part of another workflow, without them receiving all previous emails as well as the ones that will be relevant for that month or two? I want to make sure they are not getting conflicting emails or ones that are no longer relevant.

Thank you!

[SWells7]

Hello, Karsten.

I am still having a lot of issues with this workflow. I added in the if/then branches for if the email was sent/not sent, and added the go to action to check for the next email. However, once I did this, every single contact in the workflow has been marked as having completed the workflow... It even still says it is complete now that I have removed those branches. Could this possibly be because of the date delay actions? Here is how the workflows progress without the if/then branches added in. Do I even need to add in these branches if I have the date delays? When I reenroll contacts to the workflow, will it just skip everything prior to that date?

[karstenkoehler]

Hi @SWells7,

There isn't an out of the box solution for this, unfortunately. If you want to design a process that automatically accounts for these kinds of situations, you need to work with the If/then branch action and the Go to other action action. For example, a workflow could start by checking in a branch whether a contact has received email X. If they have received it, you would jump to a later part of that workflow.

Depending on how many different options you foresee, this can of course become quite complex quickly. The best way forward depends on what your workflows look like now, which kinds of emails you would like to skip, which ones would still have to be sent etc.

Feel free to share more details and screenshots if you'd like the answer to be more specific.

Best regards!

[SWells7]

Thank you for your response. This is very helpful. When I am going to the if/then branches to have them jump to another part of the workflow if they have received previous emails, or previously been a part of the workflow, where do I go to have them skip to another part? I am not seeing that as one of the options....

[karstenkoehler]

Hi @SWells7,

Could you share a screenshot of the step where you're getting stuck at? A Go to other action action requires that there is an action at the target destination. You can't place it at the very end of a branch.

Best regards

[SWells7]

Hello Karsten,

I am probably going about this all wrong, but here is what I'm looking at. When trying to create an if/then branch for IF a contact has even been enrolled in a workflow, THEN I don't want them to receive any of the emails that would have been sent out prior to that branch. However, I am able to select my IF, but cannot figure out where to add in my THEN... I'm only seeing more AND and OR filters for the IF part of the branch, if that makes sense.

[karstenkoehler · Accepted solution]

Hi @SWells7,

It would look something like this:

If an email was sent already, skip that step and jump to a later stage in the workflow. (This workflow could cascade further to the bottom right.)

Best regards!

[SWells7]

Hello Karsten,

This is great! Is there any way you could lead me through how you did this exactly? I just can't figure out how to get it set up.

Thanks,
Sarah

[SWells7]

Hello again, Karsten.

I think I at least figured out the branches. What would be the best way for me to go about if/then branches for IF a contact has already been enrolled in the workflow, THEN don't send any of the previous emails once they have been manually re-enrolled? Also, IF someone is manually added to a workflow, THEN don't send them any emails that would have been sent out prior to that date?

Thank you!

[karstenkoehler]

Hi @SWells7,

Glad to hear!

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@SWells7 wrote:

What would be the best way for me to go about if/then branches for IF a contact has already been enrolled in the workflow, THEN don't send any of the previous emails once they have been manually re-enrolled?

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In if/then branches, you should also see a filter group for Workflows. Here you can specify "has ever been enrolled in [workflow name]".

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@SWells7 wrote:

Also, IF someone is manually added to a workflow, THEN don't send them any emails that would have been sent out prior to that date?

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A workflow still respects all if/then branches during manual enrollment, that wouldn't be the issue here. I'm not quite sure what you mean with 'prior to that date'. Do you mean that the contact should again skip all the emails they have already received? The same logic from above would apply: If contact has already received email 1, proceed to the check for email 2. If contact has already received email 2, proceed to the check for email 3 and so on.

Disclaimer: What I've described is how one would generally go about this. Without having the context of how exactly you're entire workflow is set up, it's hard to diagnose from a distance whether it's currently set up in an optimal way. Feel free to use the export function to share a full screenshot of the workflow if you want me to review the entire thing. In any case, make sure to test the workflow thoroughly for different scenarios before setting it live.

Best regards!

[SWells7]

Hello Karsten,

I think a better way to go about this would be to have a "don't send to" list for each of the automated emails in the workflow. The contacts in this workflow may reschedule one of their sessions, meaning the information in the email for that specific session would not be relevant to them. Is there a way to do this for automated emails? I am only seeing how to go about this for regular emails, and that for automated ones, you must change the enrollment triggers for the workflow. However, I don't want to change the triggers for the entire workflow, just one piece of it.

Thanks,

Sarah

[karstenkoehler]

Hi @SWells7,

Such a feature unfortunately does not exist. That's why the if/then branches are the next best option.

Best regards!