Tips, Tricks & Best Practices

mr-m4ngo
Participant

How to re-trigger workflow when the opt-in is pending??

SOLVE

Hi guys,

 

I have a problem for which I have so far only a very cumbersome solution. Maybe you can help me with a better solution:

 

The Set-Up: The "download" of our gated content pieces happens on our site by filling out a form. Afterwards the lead gets an automated marketing mail with the link to the content piece (a direct forwarding to the PDF after submitting the form is not desired, because we want to verify the email address).


The problem: Due to the GDPR, new leads need a double opt-in so that they can receive marketing emails from us. If the lead has not confirmed the opt-in when going through the workflow, the email will not go out.

 

My workaround so far:
1a. I've added a 2 minute delay that gives attentive leads enough time to quickly confirm their email.

 

1b. Leads that have not confirmed the opt-in in this time are pushed to a static list ("opt-in pending") via If/Else query. In addition, I create a workflow that has the trigger "List membership: opt-in pending"; "Marketing email confirmation status is any of Confirmed, User clicked confirmation, HubSpot Rep. marked confirmed, Confirmed due to form, Confirmed from previous behavior, or Customer marked confirmed". That is, it is triggered when someone who previously did not have a Positive Opt-In status (List) changes to a Positive Opt-In status (Property). After that, the workflow queries whether the target of the delivery workflow has been reached (target is e-mail has been delivered). If this is not the case -> Enroll to workflow again.

The stupid thing with solution 1b is that I have to create this DOI check workflow for each delivery workflow again, which gets very messy quite fast if you have multiple content pieces.

 

Do any of you have a better idea? My wish would be to simply have Leads wait in the workflow until a certain Property (Opt-In Status in this case) changes, but that's probably difficult for technical reasons, right? (then the WF would have to continuously query if the property has changed).

 

Happy about your input. Many thanks in advance!

2 Accepted solutions
danmoyle
Solution
Thought Leader | Elite Partner
Thought Leader | Elite Partner

How to re-trigger workflow when the opt-in is pending??

SOLVE

@mr-m4ngo if I were in your shoes, I might think about the branch, "delay until event happens." 

     ...delays enrolled records until they complete an event, such as a form submission or website page visit. Use this delay when you want to pause enrolled records until a specific action is taken. You can also base this delay on internal events, such as task completions.

 

This shold help you avoid the list if you wanted to. I'm also in agreement with @Jnix284 that the list may still be helpful if you have other needs based on their decision to opt-in or not. 

 


Did this post help solve your problem? You can help others find answers when you accept a reply as a solution. (I also appreciate it!)


Dan Moyle

HubSpot Advisor

Impulse Creative

269-371-4753
dan@impulsecreative.com
https://impulsecreative.com/

View solution in original post

0 Upvotes
franksteiner79
Solution
Guide

How to re-trigger workflow when the opt-in is pending??

SOLVE

Hi @mr-m4ngo 

 

Both @danmoyle and @Jnix284 have made great recommendations already.

My 2 cents are. Definitely keep an active list of those whose DOI status is confirmed, a) for reporting purposes and b) as it's useful to have as inclusion and exclusion list.

 

Using an active list would allow to set up workflows that combine your form submission criteria and membership of the DOI confirmed list as AND enrolment triggers. Even if I submitted a form, I won't get added to the workflow until I have confirmed my DOI.

 

In addition you can use membership of that list create smart content on your thank you page (TYP), as described in my upcoming HubSpot Lists AMA. If a contact has DOI confirmed they can download the asset straigt away, if not they get a prompt on the TYP to check their emails and confirm DOI in order to get the content.

 

I hope that helps.

Frank

Found my comment helpful? Great! Please mark it as a solution to help other community users.


Frank Steiner

Marketeer | HubSpot Expert | CRM Consultant

InboundPro

Let's Talk About Your Project

View solution in original post

6 Replies 6
mr-m4ngo
Participant

How to re-trigger workflow when the opt-in is pending??

SOLVE

@franksteiner79, @danmoyle , @Jnix284 Thank you so much. You guys are awesome! Although it feels a bit embarrassing to have missed such obvious solutions (how the **bleep** could I miss the delay until event option? :D), you have helped me and our processes a lot.
I will probably implement both solutions, because for our Nurturing routes it is important to know which Content Piece was downloaded first (--> Delay until Event) but for some other WFs the solution with the active list is the cleanest way. Thanks again to all of you!

danmoyle
Thought Leader | Elite Partner
Thought Leader | Elite Partner

How to re-trigger workflow when the opt-in is pending??

SOLVE

You're welcome @mr-m4ngo! Don't feel bad - we all miss stuff as we go, since HubSpot can have so many options to consider. You're in good company! 😊


Did this post help solve your problem? You can help others find answers when you accept a reply as a solution. (I also appreciate it!)


Dan Moyle

HubSpot Advisor

Impulse Creative

269-371-4753
dan@impulsecreative.com
https://impulsecreative.com/
Jnix284
Thought Leader | Partner
Thought Leader | Partner

How to re-trigger workflow when the opt-in is pending??

SOLVE

Agreed @danmoyle , we're all here learning @mr-m4ngo ! Please don't hesitate to come back with more questions, it's what we're here for!


maka Agency
franksteiner79
Solution
Guide

How to re-trigger workflow when the opt-in is pending??

SOLVE

Hi @mr-m4ngo 

 

Both @danmoyle and @Jnix284 have made great recommendations already.

My 2 cents are. Definitely keep an active list of those whose DOI status is confirmed, a) for reporting purposes and b) as it's useful to have as inclusion and exclusion list.

 

Using an active list would allow to set up workflows that combine your form submission criteria and membership of the DOI confirmed list as AND enrolment triggers. Even if I submitted a form, I won't get added to the workflow until I have confirmed my DOI.

 

In addition you can use membership of that list create smart content on your thank you page (TYP), as described in my upcoming HubSpot Lists AMA. If a contact has DOI confirmed they can download the asset straigt away, if not they get a prompt on the TYP to check their emails and confirm DOI in order to get the content.

 

I hope that helps.

Frank

Found my comment helpful? Great! Please mark it as a solution to help other community users.


Frank Steiner

Marketeer | HubSpot Expert | CRM Consultant

InboundPro

Let's Talk About Your Project
danmoyle
Solution
Thought Leader | Elite Partner
Thought Leader | Elite Partner

How to re-trigger workflow when the opt-in is pending??

SOLVE

@mr-m4ngo if I were in your shoes, I might think about the branch, "delay until event happens." 

     ...delays enrolled records until they complete an event, such as a form submission or website page visit. Use this delay when you want to pause enrolled records until a specific action is taken. You can also base this delay on internal events, such as task completions.

 

This shold help you avoid the list if you wanted to. I'm also in agreement with @Jnix284 that the list may still be helpful if you have other needs based on their decision to opt-in or not. 

 


Did this post help solve your problem? You can help others find answers when you accept a reply as a solution. (I also appreciate it!)


Dan Moyle

HubSpot Advisor

Impulse Creative

269-371-4753
dan@impulsecreative.com
https://impulsecreative.com/
0 Upvotes
Jnix284
Thought Leader | Partner
Thought Leader | Partner

How to re-trigger workflow when the opt-in is pending??

SOLVE

@mr-m4ngo I would stick with the list idea, but enroll them in a new workflow with a longer delay, maybe 7 days, 14, 30 etc. that works with your ideal process, the goal would be to give them more time to act on their own with the double opt-in before proceeding, then you can have them follow an appropriate workflow based on whether they opt-in or not.


maka Agency