1. Unifyr Admin Academy
  2. Partner Marketing
  3. Campaign Management
  4. Workflows

Manage Workflows

Avatar
Unifyr Support
Follow

Overview

Workflows are automated processes that advance through predefined steps triggered by actions taken by users, the occurrence of specific events, or preset time lapses. Workflows allow you manage campaigns and their follow up activities from a single location, consistently sending the right message to the right person at the right time. This eliminates the labor-intensive work of personally managing follow-up activities. All you need to do is create workflows and schedule their activities.

You can create different workflows for different uses in Unifyr One Admin:

  • Campaign-specific workflow - create the workflow and add it to the campaign for which it applies.

    For example, you could create a workflow that automates the sending of Thank you for Attending and Sorry We Missed You follow up emails after a supplier-hosted event.

  • Generic campaign workflow with basic or default/standard steps - create the workflow as a standalone activity and add it to any campaign as required. 

  • Internal workflow for use in Unifyr One Admin - create the workflow as a standalone activity.

    For example, you could create a workflow that handles the steps in your lead/deal management process - sending lead update request emails, kicking off the Deal Status workflow, etc.

For more information about workflows, see About Workflows.

Intended Audience

Channel Marketing Leader, Channel Sales Leader, Partner Marketing Director, Partner Channel Sales Director, or Partner Channel Account Manager.

Contents

Click + to expand the section.

How to Create a Workflow

To create a workflow, follow these steps.

  1. Navigate to Partner Marketing > Workflows.
  2. Click Create Workflow.

  3. Provide this information:

    Parameter  Type  Description 
    Name Text The internal name that will display in Unifyr One Admin.
    Display Name Text The name that will display for your partners in the Partner Portal.
    Description Text More information about the workflow and any top-level information the partner would need to know to use it in their campaign. 
  4. Click Create.

You're taken to the Workflows page and the new workflow is added to the list. Before you can publish the workflow, you'll need to complete its basic configuration by adding these:

  • Description
  • Thumbnail image
  • Steps

You will see prompts to add this information if you open the workflow now. Alternatively, you can complete this information later. For more information, see the How to Add Steps to a Workflow and How to Review and Edit Workflow Details sections of this article.

How to Add Steps to a Workflow

To add steps to a workflow, follow these steps.

  1. Navigate to Partner Marketing > Workflows.
  2. Click on the required workflow to open it for edit. The workflow details view displays.
  3. Click Steps (or follow the Edit Steps prompt if you've just created the workflow). The workflow step editor opens, showing one step called Final Step. This step is required and can't be edited/removed.
  4. Click + to add a step in the required place in the workflow. For more information about the types of steps that are supported, and how to configure them, see About Workflows.
  5. Set the details on the step:
    1. Choose whether you want to add a step based on an Action (user action/activity), a Wait (delay or time lapse) or a Transition (a move to a later step).
    2. Select the type of step.
    3. Add a name for the step.
    4. Fill in all configuration fields.
    5. To allow partners to make changes to the step's scheduling, or a skip the step in the workflow, enable the Allow Portal Schedule Change option.
  6. Click Save to add the step to the workflow.
  7. Add additional steps as required. Click + above or below an existing step to place the new step in the correct order.
  8. To delete a step, click the X in its top right corner. For more information, see the How to Delete Steps from a Workflow section of this article.
  9. When you have added all the steps, click Done.

  10. If you're ready to make the workflow available in the Partner Portal, click Publish in the workflow details view. This button is only available if the workflow contains a Name, Display Name, Description, thumbnail image, and at least one step.

    You can publish the workflow later, if required - for more information, see the How to Publish, Unpublish, and Archive a Workflow section of this article.

For an example of a workflow that sends Thank you for Attending and Sorry We Missed You follow up emails after a supplier-hosted event, see Create a Supplier-Hosted Zoom Event Campaign in Unifyr One.

How to Delete Steps from a Workflow

If your workflow has not been published, you can delete steps at will. If you published the workflow and your partners are using it, you can still delete steps but you must confirm how to handle the users who are currently on that step in the workflow.

To delete a step from a workflow, follow these steps.

  1. Navigate to Partner Marketing > Workflows.
  2. Click on the required workflow to open it for edit. The workflow details view displays.
  3. Click Steps.
  4. Find the step you want to delete and click X in the top right corner.

  5. If you're editing a published workflow, confirm how to progress users that are currently on the step being deleted:

    • Mark them as completed and take them out of the workflow - remove user from the workflow at this point
    • Move them to the next step - keep user in the workflow and progress them to the next step in this workflow

    If you are editing an unpublished workflow, you can choose either option.

  6. Click Delete.

How to Review and Edit Workflow Details

To review and edit your workflow, follow these steps:

  1. Navigate to Partner Marketing > Workflows.
  2. Click the name of the workflow you want to edit. The workflow details view displays.
  3. In this view, you can carry out multiple actions:
Edit Details

Click Edit Details to access the Edit Details window. Here you can set any of the details for the workflow:

  • Type
  • Review Status
  • Internal Name
  • Display Name
  • Description
  • Effective Dates - the dates on which a published workflow will be available in the partner portal
  • Is Promoted? setting - promote the workflow to your partners by highlighting it in the partner portal. For more information, see the How to Promote Workflows section of this article.
  • Partner Filters - specify the Partner Groups that have access to the workflow
  • Thumbnail image - upload an image to represent the workflow in the portal. We recommend 100x110px, with a maximum file size of 2MB.

You can also tag the workflow with any of your Marketing Activities tags.

The workflow must have a valid Description and Thumbnail image before you can publish it.

Publish/Unpublish

Make the workflow available to your partners or remove it from your partners' portals. For more information, see the How to Publish, Unpublish, and Archive a Workflow section of this article.

Archive

Retain the workflow but remove it from view until you need it. Do not attempt to archive a workflow that has active participants. You can unarchive an archived workflow, or delete it permanently. For more information, see the How to Publish, Unpublish, and Archive a Workflow section of this article.

Delete

Delete an archived workflow from the system permanently. Do not attempt to archive a workflow that has active participants.

Copy

Make a copy of the workflow. Copying workflows saves time and limits errors if you are creating multiple workflows with similar details.

Activations

View a report detailing which partners have activated the workflow and how many steps they have completed.

Failures

View a report detailing the steps in your workflow that failed, which emails bounced, and which leads unsubscribed.

Steps

View or modify the steps of the workflow.

Add Offer

Add a provider offering to this workflow if it contains activities performed by an external provider.

How to Promote Workflows

You can promote a workflow to increase partner adoption. Promoting the workflow will pin it to the top of the Available Multi-Touch Workflows page when partners select a campaign and click Add Activity > Workflow in their partner portal. This ensures it is one of the first workflows a partner sees when browsing.

To promote a workflow, follow these steps:

  1. Navigate to Partner Marketing > Workflows.
  2. Click on the required workflow to open it for edit.
  3. Click Edit Details.
  4. Enable the Is Promoted? setting.
  5. Add the Promotion Start and Promotion End dates, to define the period for which the activity will be promoted.
  6. [Optional] Add a Promotion Description to provide information about the reason for promoting the workflow. This information will not be visible to partners.
  7. Click Save.

How to Publish, Unpublish, and Archive a Workflow

Publishing a workflow makes it available to all partners. Partners will not be able to use it until you publish it.

A workflow must have a thumbnail image, a description, and at least one configured step before you can publish it. For more information, see the How to Add Steps to a Workflow and How to Review and Edit Workflow Details sections of this article.

To publish a workflow, follow these steps:

  1. Navigate to Partner Marketing > Workflows.
  2. Click on the required workflow to open it for edit. The workflow details view displays.

  3. Click Publish.

    If the button is not visible, you probably need to add a thumbnail and description to the workflow.

To unpublish a published workflow, follow these steps:

  1. Navigate to Partner Marketing > Workflows.
  2. Click on the required workflow to open it for edit. The workflow details view displays.
  3. Click Unpublish.

To archive a workflow, it must be unpublished. To archive a workflow, follow these steps:

  1. Navigate to Partner Marketing > Workflows.
  2. Click on the required workflow to open it for edit. The workflow details view displays.
  3. Click Archive.

You can unarchive an archived workflow using the same steps then choosing Unarchive. Once you unarchive a workflow, you will need to publish it again before you partners can use it.

Important:

Do not archive a workflow that has active participants. Wait until all participants have been run through the workflow before archiving.

Bulk Update Workflows

Unifyr One's Bulk Update feature allows you to add/remove tags, configure partner filters, and set effective dates and status for multiple workflows in a single action.

For more information, see Updating Marketing Content in Bulk.

To access the Bulk Update option for workflows:

  1. Navigate to Partner Marketing > Workflows.
  2. Check the checkbox to the left of each workflow you’d like to update.
  3. Click Bulk Update.

How to Add a Workflow to a Campaign

Remember:

You must publish workflows for partners to use them. Even if you add a workflow to a published campaign, the workflow will not be visible unless it is explicitly published.

Workflows can stand alone as independent marketing campaigns if all of the marketing activities you add to them are also published to your partners. You can also package workflows in campaigns to control which partners can use which workflows.

To make a standalone workflow available to your partners, see the How to Publish, Unpublish, and Archive a Workflow section of this article.

To make a workflow available only through a campaign and not as a standalone workflow, follow these steps.

Firstly, ensure that the workflow is not filtered to a particular Partner Group:

  1. Navigate to Partner Marketing > Workflows.
  2. Click on the required workflow to open it for edit. The workflow details view displays.
  3. Click Edit Details.
  4. Next to Partner Filters, click Edit.
  5. Filter the workflow to a non-partner account, such as your test account or an administrator account.
  6. Click Apply.
  7. Click Save.

Secondly, add the workflow to a campaign.

  1. Navigate to Partner Marketing > Campaigns.
  2. Click on the required workflow to open it for edit. The campaign details view displays.
  3. Click Add Content.
  4. Filter Asset Type to Workflow.
  5. Click Add next to the name of the workflow you want to add.
  6. Click Close.

The workflow is listed in the Campaign Assets section of the campaign. It's now available to partners who have access to this campaign. 

 Training

Learn more with our training course:

You will be prompted to log into your CustomerONE account to access the link.

Related Topics

Was this article helpful?
0 out of 0 found this helpful
Have more questions? Submit a request

Comments

0 comments

Please sign in to leave a comment.