What is the easiest way to do this using workflow?

[JJose8]

HI Guys, we have a lot of guides that we want to share with our users on form submission via email, till now we used to use a common form for all the guides on different pages and then we had created a workflow in which we had setup a if and else branch which has page view logic and we had also created different emails for different guides and using the workflow we used to send the guides hyperlinked to a text in th email. But it has some errors like if a person views 2 pages and submits only one form still 2 emails go out. Can anyone please give some other way to execute this in a automated way?

[karstenkoehler · Accepted solution]

Hi @JJose8,

Could you share some more information about how exactly you have currently set up your workflows and when emails are being triggered? Do you have a separate workflow for each guide which then sends follow up emails? Or do you have one big workflow which then branches out?

Generally, my recommendation would be as follows:

For a confirmation email (the email that is being sent after someone submits a form to receive a guide) should be set up in separate workflows. Always. Each workflow would enroll contacts based on the submission of one specific form on one specific page and send the confirmation email with the download link.

This workflow would then send follow-up emails with other guides (if that's what you're planning to achieve), based on what the first download was.

Let's assume you have four guides, G1, G2, G3, and G4.

Workflow 1 for G1 would send a confirmation for G1 and then further promote G2, G3, and G4.

Workflow 2 for G2 would send a confirmation for G2 and then further promote G1, G3, and G4.

etc.

That way you're avoiding overlap and have full control over what is being sent. No double email trouble.

There is of course a chance that a person submits two forms. In that case, things get a bit complicated. If someone submits the G2 form, you could (in the workflow settings) specify that this person should be removed from workflows 1, 3, and 4.

There remains a risk that this person will receive a promotion about something that they've downloaded before (which unfortunately can only be avoided with if/then branches, checking whether a person has submitted a specific form before).

Hope this helps!