Stop sending emails to new contacts in a date centred workflows

[JamesTucker]

When I setup a date centred workflow to send previous customers a monthly email on the first day of every month using delay actions, customers who are enrolled at the beginning go through the workflow as expected. But, new contacts who meet the enrollment criteria skip the date delays (becasue they are in the past) but do not skip the email sends or other actions. This sends a new enrolled contact all of the emails sent previously at once and then they continue as normal. 

How can I set this up to only send the emails that are due to be sent after their date of enrollment.

[DAnaGuiloff · Accepted solution]

Hi James,

For the date centered workflow, rather than adding the email directly in that workflow, instead create a separate one(s) with the email to be sent and enroll the contact from the date centered one.

So it would look something like this (very simplified)...

Workflow 1: Date Centered

Do next Action: X time before/after date property (whatever your delay is)

Enroll in Another Workflow: Send Email A (the email you want sent out)

Do next Action: Y time before/after date property (whatever your next delay is)

Enroll in Another Workflow: Send Email B (the next email you want sent out)

Workflow 2: Send Email A

No Triggers Set: Contacts are manually enrolled

Send Email: Automated Marketing Email A 

Workflow 3: Send Email B

No Triggers Set: Contacts are manually enrolled

Send Email: Automated Marketing Email B 

Your History on the date centered workflow would show in the event column, that enrollment was skipped because it would have executed in the past: 

Workflow History Error

*Don't forget to set re-enrollment if you plan on sending them through Workflows 2 or 3 again.

Hope that helps!

D'Ana

[MeganLegge · Accepted solution]

Hi @JamesTucker & @DAnaGuiloff 

We have a straightforward way to get the behavior you want for this use case. If you want to route records to different next steps depending on whether the date is current or in the past, you can use a branch that checks the status of the date from the delay. Here are the steps:

Choose an action outcome branchChoose Delay statusSet up the branchesWhat the final result looks like

It is also helpful to note that when you first create a new date delay, we will temporarily offer this suggestion, and if you check the box, we'll automatically set up that following branch for you - all already set up and ready to go:

suggestion at set up Pro Tip

We're thinking about how we can make this more clear, we know it can be easily missed.

Thank you!

Megan Legge

Product Manager, HubSpot Workflows

[DAnaGuiloff · Accepted solution]

Hi James,

For the date centered workflow, rather than adding the email directly in that workflow, instead create a separate one(s) with the email to be sent and enroll the contact from the date centered one.

So it would look something like this (very simplified)...

Workflow 1: Date Centered

Do next Action: X time before/after date property (whatever your delay is)

Enroll in Another Workflow: Send Email A (the email you want sent out)

Do next Action: Y time before/after date property (whatever your next delay is)

Enroll in Another Workflow: Send Email B (the next email you want sent out)

Workflow 2: Send Email A

No Triggers Set: Contacts are manually enrolled

Send Email: Automated Marketing Email A 

Workflow 3: Send Email B

No Triggers Set: Contacts are manually enrolled

Send Email: Automated Marketing Email B 

Your History on the date centered workflow would show in the event column, that enrollment was skipped because it would have executed in the past: 

Workflow History Error

*Don't forget to set re-enrollment if you plan on sending them through Workflows 2 or 3 again.

Hope that helps!

D'Ana

[JessicaH]

Hi @JamesTucker,

I'm going to tag some thoughtleaders to see if they have some input on this.

Hi @slogans @JemmaLegg @David_HubSnacks, do you have any suggestions?

Thanks!

Jess