Tips on a Drip Workflow Based on a Marketing Email Already Sent Out?
SOLVE
I'm having trouble with successfully triggering a workflow.
We want to send an initial email to a list of contacts, which will then be used as a trigger to insert them into a workflow. Then send a series of 3 other follow-up emails if they do not click on important links in that initial email (or the same links in subsequent emails).
The workflow trigger is "contact has completed email sent>Email 1". Then there's a delay (an hour for my test, days for the real thing), followed by an And/Or logic branch looking for clicks on "Link 1" or "Link 2" in Email 1. Then Email 2 is sent to the branch with neither click happening. Rinse/repeat that setup for emails 3 & 4.
My problem is, I have to send Email 1 as a marketing email to get it to pull up in the Workflow triggers (as only sent/published emails populate in the trigger menu.) For emails 2-4, I've set them up as automation emails so that they don't need a send list. They'll only be sent via the workflow.
In testing when I activate the workflow I've created, the people who were already sent Email 1 to are not being pulled into the workflow. (But I have to send it out prior to the workflow being created & activated, since it's the only way to set it up as my trigger.)
Is what I'm doing possible? What am I overlooking?
Tips on a Drip Workflow Based on a Marketing Email Already Sent Out?
SOLVE
@BHouser please remove all triggers in the workflow, change the trigger type to "When filter criteria is met" and select your email under "Marketing emails". The event based enrollment only works if the criteria are met once the workflow is turned on.
Karsten Köhler HubSpot Freelancer | RevOps & CRM Consultant | Community Hall of Famer
Oct 8, 202411:09 AM - edited Oct 8, 202411:11 AM
Hall of Famer | Partner
Tips on a Drip Workflow Based on a Marketing Email Already Sent Out?
SOLVE
@BHouser Correct - once you save this, HubSpot should ask you whether you want to enroll existing contacts. Check if the number is 1 and confirm. This type of trigger does not require the event to happen while the workflow is on.
Karsten Köhler HubSpot Freelancer | RevOps & CRM Consultant | Community Hall of Famer
Tips on a Drip Workflow Based on a Marketing Email Already Sent Out?
SOLVE
Hi Karsten! Thank you for the reply! The email was sent as a regular marketing email. I sent it to an audience of 1 - myself, as a test scenario. Then I created and activated the workflow with that email as the trigger.
Tips on a Drip Workflow Based on a Marketing Email Already Sent Out?
SOLVE
@BHouser please remove all triggers in the workflow, change the trigger type to "When filter criteria is met" and select your email under "Marketing emails". The event based enrollment only works if the criteria are met once the workflow is turned on.
Karsten Köhler HubSpot Freelancer | RevOps & CRM Consultant | Community Hall of Famer
Oct 8, 202411:09 AM - edited Oct 8, 202411:11 AM
Hall of Famer | Partner
Tips on a Drip Workflow Based on a Marketing Email Already Sent Out?
SOLVE
@BHouser Correct - once you save this, HubSpot should ask you whether you want to enroll existing contacts. Check if the number is 1 and confirm. This type of trigger does not require the event to happen while the workflow is on.
Karsten Köhler HubSpot Freelancer | RevOps & CRM Consultant | Community Hall of Famer
In testing when I activate the workflow I've created, the people who were already sent Email 1 to are not being pulled into the workflow. (But I have to send it out prior to the workflow being created & activated, since it's the only way to set it up as my trigger.)
I'm not sure I'm following entirely here – was email 1 sent to these contacts already or wasn't it?
If it was and if enrollment doesn't seem to work, can you please share a screenshot of your enrollment criteria? The rest of your reply suggests that you're currently still in a test mode of working, how exactly are you checking whether enrollment works or not, using the feature to test enrollment filters against a contact? Did you choose the "When filter criteria is met" enrollment filter option (HubSpot UI suggests you should use "When an event occurs" but since the send has happened before turning the workflow on, "When filter criteria is met" > "Marketing emails" is correct).
If email 1 wasn't sent yet, then you'll either have to include it as a first automated email in your workflow or actually send it as a regular email before enabling your automation. There isn't anything between.
Best regards!
Karsten Köhler HubSpot Freelancer | RevOps & CRM Consultant | Community Hall of Famer