Monthly Workflows Issues

[MTham4]

I run a monthly newsletter that we deliver to four differnet audiences based on active lists. We have a workflow each month set up to distribute each newsletter to the correct audience with specific delay triggers in place.  

Is there a way to set up our workflows so new contacts added to an audiences won't receive the newsletters from past months? 

Is setting a 'create date was not before' filter to each month's workflow to best method? Open to other suggestions as well. 

[MTham4]

Below are screenshots of the current workflow we set up for each month. If I'm understanding correctly, rather than cloning and setting up a new workflow for the next month, I should just keep the workflow and replace the email going out? I believe that would solve my main concern of having a new contact receive a bunch of newsletters from a previous month. 

I'm also open to setting up a completely new structure if there's a better way about it. I'd much rather do regularly schedule email as you mentioned, but I've been instructed not to, so I have to work around that. 

[karstenkoehler · Accepted solution]

@MTham4 if you do the following, contacts should joy be receiving emails:

• Either turn off the workflow, replace the old emails with the new ones, adjust the delay, turn the workflow on, repeat for next month OR
• Wait for workflow to deliver emails, turn off, clone, adjust delay in new workflow, replace emails in new workflow, turn off workflow after sending, clone workflow again next month

It sounds like old workflows might still be running if contacts are receiving old emails. Make sure to turn these off.

Best regards

[MTham4]

Ok, cool. Feels like I was actually thinking through this correctly. Will be sure to just turn off and replace the emails each month. Thanks so much for your assistance here!

[karstenkoehler]

Hi @MTham4,

Yes, this can be set up as per your requirements. In a monthly scheduled workflow, previous emails should not be sent – unless these previous emails are still in the workflow as steps before the current one? If it's a monthly recurring workflow, which purpose exactly would the delays serve here?

Can you please share a screenshot of your workflow? (Is there a reason you're not setting this up as simply four regular scheduled emails each month, referencing four recipient lists?)

Best regards

[MTham4]

Thanks for the quick response. To be a bit more clear, we actually have a new weokflow set up each month. I'm fairly new to managing Hubspot, but the reason I was given was that we've had some deliverability issue to certain client domains, so we've used randomization branches and delays to break up our send in to multiple sends throughout the week. This has helped our deliverability issues, but the set up is less than ideal. 

So I guess the real question is there a way to prevent a new contact in Audience A from falling into every previous newsletter workflow. 

I'm on mobile at the moment, but I can send a screenshot of the workflow a little later when I'm back at my computer. 

[karstenkoehler]

@MTham4 with re-enrollment disabled (which is the default setting) and after removing emails from previous months from your workflow, there shouldn't be any issue of contacts receiving old emails. If you make sure that these two requirements are met, that should be a big part of the solution already. Once I see the workflow, I can elaborate further.

[MTham4]

I accidently responded in a new replay, but the screenshot can be seen above. Thanks so much for your help.