Skip steps in an event onboarding workflow based on date?

[TimboC]

Hi all,

I'd like to set up my conference delegate onboarding workflow so that it will progressively skip the earlier emails in the sequence the nearer an enrolment gets to the event date.

For example: 

• 12 weeks from event: trigger a 6 email workflow, that delivers an engagement message every two weeks until the event.
• 10 weeks from event: triggers workflow of emails #2-6 (every two weeks), missing out email #1
• 8 weeks out: trigger workflow of emails #3-6 (every two weeks), skipping emails #1 and #2
• And so on!

I can see how I could just go edit the workflow at the start of each two-week period and delete the early steps, but can this be build in automatically in case I forget?

Thanks!

[DAnaGuiloff]

My pleasure @TimboC (I'm kinda a workflow nerd, and proud of it) 🤣

[DAnaGuiloff · Accepted solution]

Hi @TimboC ,

If you use a date-based workflow then if a date event in the workflow has passed, the system is smart enough to move to the next date triggered event in the flow.

So, Event Date 1/1/21 Onboarding Workflow (triggered by whatever enrollment trigger you setup, list, form fill...)

• Specify date of event : 1/1/21 and whether it recurrs annually (would be nice to have a way to set the recurrance to something else, but that's a separate discussion, but annually is good for birthdays/anniversaries...)
• Add your first delay for the first email you want sent out or the first action you want taken (84 days/12 weeks from event a 8am) > Add Action: send email #1
• Add your second delay for the second email you want sent out or the first action you want taken (70 days/10 weeks from event a 8am) > Add Action: send email #2
• Add your third delay for the third email you want sent out or the first action you want taken (56 days/8 weeks from event a 8am) > Add Action: send email #3

Repeat until the day of and after your event for additional nurturing (depending on your campaign). If someone enters the workflow and the delay action for a specific time has occurred (say they miss week 1), the workflow will simply skip it and move on to the next delay.

Here is a screenshot of a live example where the contact missed the first 2 actions in the flow, and what the history tab shows where they skipped them (the 2 errors). All 3 actions are the same contact moving through the flow: 

 

Yes, you will either have to modify the dates or clone and change them for your next event, but much easier than modifying every 2 weeks and you can set it up in advance. 

As your workflows get more advanced, you can even use this to trigger other workflows based on a point of time in this one (that can be a standard workflow or another date based one depending on your needs). If at 2 weeks post-event date, contact lifecycle is =/= customer or opportunity and their interest = interest 1, enroll in nurturing workflow A, if their interest = interest 2, enroll in workflow B. Lots of opportunity here.

Here is the knowledgebase article on date based workflows you might find handy with getting started: https://knowledge.hubspot.com/workflows/understand-contact-based-workflow-types#center-on-a-date

Hope that helps!

[TimboC]

This is super helpful - thank you so much!

[TiphaineCuisset]

Hi @TimboC 

Thank you for reaching out. 

I want to tag some of our experts on this - @Josh @Bryantworks @Bruno_Petersen do you have any suggestions for @TimboC on this? 

Thank you!

Best

Tiphaine

[TimboC]

Hi Tiphaine - thanks for the support , hopefuly someone might have some smart ways to do this!