How to build different tiers of recipients in a workflow

[beckytg]

Hi All, 

I am hoping someone can help me with this idea. I have built a workflow that enrolls the CEO of a company when the company's profile meets certain criteria. The problem I am having is that we don't always have the CEO's contact information in our database. In these situations we would like to send the sequence to the Founder or Co-Founder job title. If we don't have a CEO or a Founder in our database, then we would like to send the sequence to the COO, etc. 

I was looking into if/then branches but I didn't see any obvious filters that are tied to whether a certain job title at a company exists in the database. 

Any ideas on how I might structure this?

Thanks

[PThakkur]

@karstenkoehler If I go by your suggested idea then I need to change the data type of the property Job title from Single line text to a drop down and for doing so we need to clear the property and then only we can change the property and according to the best practices we should not hamper any live database. Secondly if I have understood the question correctly then its not about sending the email or sequence to the primary contact rather its about sending the sequence or email to just the C-level and founder level contacts. So this automation would be just too complicated and also we would need to normalize the data before we can apply the same. 

[karstenkoehler · Accepted solution]

Hi @beckytg,

The key here, in my opinion, is first designing a workflow that marks one contact associated to the company as a primary one. Once marked, it's easy to either enroll the contacts in sequences or send them automated marketing emails.

Here's how I would approach this:

1. If Job title is a single-line text field, turn it into a dropdown field or create a clone that is a dropdown. Otherwise it won't be available as a condition in step 2.
2. Create calculation properties to count how contacts with the job title "CEO" a company is associated to. (Replace "Contact type" = "Test contact" with "Job title" = "CEO".)
   
3. Repeat the same step for all other roles you want to include in this process.
4. Create a contact-based workflow that enrolls contacts where "Count of associated contacts (CEO)" = 1 and "Job title" = CEO, then use "Set property value" to mark them as the primary contacy (using another custom property). You can also branch and check if the number is greater than 1, assigning a task to yourself to manually pick a primary contact.
5. Create another contact-based workflow where "Count of associated contacts (CEO)" = 0 but "Count of associated contacts (Co-Founder)" = 1 and "Job title" = Co-Founder etc
6. Create another contact-based workflow where "Count of associated contacts (CEO)" = 0, "Count of associated contacts (Co-Founder)" = 0 but "Count of associated contacts (COO)" = 1 and "Job title" = COO etc

You can now enroll contacts who are marked as primary in your sequence or automated email workflow.

If job titles change frequently, make sure that the workflows re-enroll contacts when any of the calculation properties is known (OR operator). Then branch out after, so that for each job title change there is a new evaluation about who is the primary contact.

@GRajput, your workflow checks the job title of a contact and then sends an email suitable for that job title – but it doesn't make sure that only the primary / main contact is emailed.

Best regards!

[GRajput]

Hi @beckytg 

Yes, it is possible by automation. You can use the If/Then branchs action as shown in the screenshot

Hope this will helps you out. Please mark it as Solution Accepted & Upvote to help other Community member.
Thanks!

[PamCotton]

Hello @beckytg happy Friday! Thank you for posting in our Community!

I want to invite our top experts to this conversation @Aakar @Kevin-C @Josh any recommendations for @beckytg matter?

Thank you,

Pam