About Workflows

Unifyr Support

April 20, 2026 12:51

Overview

A campaign workflow is a predefined, automated series of steps that are triggered when a condition is met. You can use workflows to support any aspect of your channel program, for example with appropriately timed emails to leads and contacts. This ensures that the right message is sent to the right person at the right time.

A workflow is made up of actions, waits, and transitions:

Actions are what happens at a workflow step - for example, send an email.
A Wait is a pre-set delay between the time an action is detected and the time the next workflow step is triggered. A wait can be an important contributor in giving the recipient the perception of a personal touch rather than an instantaneous but automated response.
A Transition moves the workflow to the next step when the workflow activities are complete.

Workflows are set up by an administrator. They can either be created as part of a specific campaign or they can be standalone - for example with basic or default steps - that can be attached to any campaign. In either case, you must publish the workflow before your partners can use it.

Workflows use the operating system time to pace communication and require no intervention after configuration.

For information about creating and managing workflows, see Manage Workflows.

Action-based Workflows

Action-based workflows are reactive, with each stage being processed according to actions of the target user - for example, send a follow up email depending on whether a user responded to an initial mail.

Event-based Workflows

Event-based workflows progress in relation to a defined event - for example, send a registration form to contacts for a supplier-hosted event. Sending out invitations to contacts, reminders to attendees, and feedback emails after the event could also be managed with a workflow.

Types of Step in Workflows

Workflows are made from three types of step: Actions, Waits, and Transitions. Select the step category and step type when adding steps to a workflow in Partner Marketing > Workflows > select workflow > Steps > +.

Action steps are the outputs of your workflow. They represent the sending of emails, messages or data.

Note: Send SMS is not supported.

These types of Action step are supported in Unifyr One:

Send Mail

Send an email (based on one of your email templates) to contacts.

Provide this information as required when configuring a Send Mail step:

Parameter	Type	Description
Name	Text	The name of the step, as shown in the workflow.
Execute Step	Dropdown	The time at which the step will execute: Immediately Time has passed - after waiting x minutes, hours, days, weeks, or months Specific Date Day of the Week - on a particular day of the week, on the next day or on the next weekday
Email Template	Text	The template that will generate the email to send. Start typing the template name in the field to search for it, then select the required match from the dropdown menu. You can select any of the published marketing emails you've got set up in Partner Marketing > Tactics > Emails.
Set Expiration Date	Date Selector	The time period for which the step is valid. Select the start and end dates from the calendar pickers.
Allow Portal Schedule Change	Checkbox	Whether your partners are permitted to modify the sending schedule for this step, when they're personalizing the workflow in the portal. They will also have the option to skip the step altogether if this setting is enabled.

Alert

Send a notification email (based on one of your email templates) to partners.

Provide this information as required when configuring an Alert step:

Parameter	Type	Description
Name	Text	The name of the step, as shown in the workflow.
Execute Step	Dropdown	The time at which the step will execute: Immediately Time has passed - after waiting x minutes, hours, days, weeks, or months Specific Date Day of the Week - on a particular day of the week, on the next day or on the next weekday
Email Template	Text	The template that will generate the email to send. Start typing the template name in the field to search for it, then select the required match from the dropdown menu.
To	Dropdown	Who will receive the notification: Lead Owner Email List Only Channel Account Manager (CAM)
Other email addresses	Text	Any other email addresses that should receive this alert. Separate multiple addresses with a comma.
Set Expiration Date	Date Selector	The time period for which the step is valid. Select the start and end dates from the calendar pickers.
Allow Portal Schedule Change	Checkbox	Whether your partners are permitted to modify the sending schedule for this step, when they're personalizing the workflow in the portal. They will also have the option to skip the step altogether if this setting is enabled.

Test Mail

Test an upcoming email step in the workflow by sending a test version of its email to partners.

Provide this information as required when configuring a Test Mail step:

Parameter	Type	Description
Name	Text	The name of the step, as shown in the workflow.
Execute Step	Dropdown	The time at which the step will execute: Immediately Time has passed - after waiting x minutes, hours, days, weeks, or months Specific Date Day of the Week - on a particular day of the week, on the next day or on the next weekday
Workflow Step	Dropdown	The upcoming step in this workflow that will send the email you want to test.
Set Expiration Date	Date Selector	The time period for which the step is valid. Select the start and end dates from the calendar pickers.
Allow Portal Schedule Change	Checkbox	Whether your partners are permitted to modify the sending schedule for this step, when they're personalizing the workflow in the portal. They will also have the option to skip the step altogether if this setting is enabled.

Set Custom Field

Set a lead custom field to a specific value.

Provide this information as required when configuring a Set Custom Field step:

Parameter	Type	Description
Name	Text	The name of the step, as shown in the workflow.
Execute Step	Dropdown	The time at which the step will execute: Immediately Time has passed - after waiting x minutes, hours, days, weeks, or months Specific Date Day of the Week - on a particular day of the week, on the next day or on the next weekday
Custom Field	Dropdown	The custom field (of type Lead) to set. The field will show the given value in the Lead record for the user participating in the workflow. Choose from the list of your custom fields. For more information about custom fields, see Custom Fields.
Value	Text	The value to which to set to the specified custom field.
Allow Portal Schedule Change	Checkbox	Whether your partners are permitted to modify the update schedule for this step, when they're personalizing the workflow in the portal. They will also have the option to skip the step altogether if this setting is enabled.

Send SMS

This step type is not supported.

Wait steps are periods of inactivity between the action steps in a workflow. Wait steps give your partners’ recipients time to respond to a call to action in an email, visit a website, or sign up for other mailing lists. Each wait step in your workflow represents some conditions which must be met before your workflow advances to the next step.

These types of Wait step are supported in Unifyr One:

Time Wait: Wait for a specified amount of time before proceeding to the next step - for example, wait two days before sending the next email.

Note

Wait times are not exact. Each workflow step runs on a regular processing interval, and the wait time you specify is added on top of this interval.

Provide this information as required when configuring a Time Wait step:

Parameter

Type

Description

Name

Text

The name of the step, as shown in the workflow.

Wait

Dropdown

The length of time to wait.

Select the unit of time measurement:

Minutes
Hours
Days
Weeks
Months

Enter the number of units - for example 4 Hours.

Allow Portal Schedule Change

Checkbox

Whether your partners are permitted to modify the update schedule for this step, when they're personalizing the workflow in the portal.

Event Wait

Wait for a certain event/condition to happen before proceeding to the next step. You can also a default waiting period too, if required - in this case the user will proceed to the next step either after the specified time period or when the event occurs, whichever happens first. For example, wait two days as a default but stop waiting and move to the next step if the user clicks email A before that.

Provide this information as required when configuring an Event Wait step:

Parameter	Type	Description
Name	Text	The name of the step, as shown in the workflow.
Stop Waiting After	Checkbox	Whether to set a default waiting time on the step. The user will automatically progress to the next step after the specified time period if this option is set and they have not completed the specified action.
Wait	Dropdown	The length of time to wait as a default. This option is available if the Stop Waiting After setting is enabled. Select the unit of time measurement: Minutes Hours Days Weeks Months Enter the number of units - for example 2 Days.
Allow Portal Schedule Change	Checkbox	Whether your partners are permitted to modify the wait schedule for this step, when they're personalizing the workflow in the portal.
Specify Condition Criteria	Dropdown	The rule(s) that specify the condition(s) that must be met to progress to the next step. Set a variety of conditions which advances the workflow. For example, move a user to the next workflow step if they register for an event: Action + Form Submission + Equals + CT500 Event Registration Click Add new rule to this group to add a new rule and create a group of rules. Rules in a group are joined by an AND operator, which means that all conditions in the group must be met to advance the workflow. Click Delete this rule group to remove a group.
Create new rule group	Click	[Optional] An alternative group of rules that can be met to move to the next workflow step. Multiple rule groups are joined by an OR operator, which means that the workflow will advance if all the conditions from either rule group are met. For example, move a user to the next workflow step if they register for an event OR if they are a registered lead: Action + Form Submission + Equals + CT500 Event Registration OR Lead + Registered + Equals + Yes

Fixed Date Wait

Proceed to the next step on a specific date and time.

Provide this information as required when configuring an Fixed Date Wait step:

Parameter	Type	Description
Name	Text	The name of the step, as shown in the workflow.
Fixed Date	Date Selector	The date on which the workflow will automatically advance to the next step. Choose the date and time from the calendar pickers.
Description	Text	Further information about why the wait is in place.
Allow Portal Schedule Change	Checkbox	Whether your partners are permitted to modify the date for this step, when they're personalizing the workflow in the portal.

Relative Date Wait

Wait a period of time relative to a Fixed Date Wait step before proceeding to the next step - for example, you have step scheduled for 12-Jan-2024, and you want an email to go out exactly one week after that step.

Provide this information as required when configuring an Relative Date Wait step:

Parameter	Type	Description
Name	Text	The name of the step, as shown in the workflow.
Wait	Dropdown	The length of time to wait after the Fixed Date Wait step. Select the unit of time measurement: Minutes Hours Days Weeks Months Enter the number of units - for example 1 Week.
Relative To Date Step	Dropdown	The step to which this step relates. Select the step from the dropdown menu - all Fixed Date Wait steps in this workflow are listed.
Allow Portal Schedule Change	Checkbox	Whether your partners are permitted to modify the scheduling time for this step, when they're personalizing the workflow in the portal.

Day of Week Wait

Wait for a specific day of the week before proceeding. Also contains a wait until next week day option, making sure your emails don’t get lost by being sent on weekends.

Provide this information when creating a Day of Week Wait step:

Parameter

Type

Description

Name

Text

The name of the step, as shown in the workflow.

Day

Date Selector

The day of the week on which to execute the step.

Select one of these options:

A particular day of the week
The next day
The next weekday

Use the calendar picker to specify the time on which the step will execute on that day.

Allow Portal Schedule Change

Checkbox

Whether your partners are permitted to modify the scheduling time for this step, when they're personalizing the workflow in the portal.

Transition steps let your workflow handle responses to workflow steps. They can manage conditional responses based on the action a user took on the previous step. For example, you might follow up an event with a Transition step that is based on whether a user attended the event:

If a user attended the event, the transition step sends a Thank you email
If the user didn't attend the event, the transition step sends a Sorry We Missed You email.

Transition steps also allow you to move users between steps within a workflow or between one workflow and another.

Conditional

Use rules to decide how a user should continue in the workflow, based on their action in the previous step.

Adding this Transition will automatically add Yes/No pathways to your workflow, where you can configure the next steps based on whether the condition for the transition is met or not:

Provide this information when creating a Conditional step:

Parameter	Type	Description
Name	Text	The name of the step, as shown in the workflow.
Execute Step	Dropdown	The time at which the step will execute: Immediately Time has passed - after waiting x minutes, hours, days, weeks, or months Specific Date Day of the Week - on a particular day of the week, on the next day or on the next weekday
Condition Description	Text	Further information about the conditional step.
Allow Portal Schedule Change	Checkbox	Whether your partners are permitted to modify the scheduling time for this step, when they're personalizing the workflow in the portal.
Specify Condition Criteria	Dropdown	The rule(s) that specify the condition(s) that must be met to progress to the next step. Set a variety of conditions which advances the workflow. For example, move a user to the next workflow step if they clicked on an email in the previous step: Action + Email Click + Equals + CT500 Invitation Email Click Add new rule to this group to add a new rule and create a group of rules. Rules in a group are joined by an AND operator, which means that all conditions in the group must be met to advance the workflow. Click Delete this rule group to remove a group.
Create New Rule Group	Click	[Optional] Add a new rule group to create an OR operation in which the workflow advances if a condition from either rule group is met.

Go To Step

Redirect to another step in the workflow when the user reaches this step. For example, the user can rejoin the main attendance pathway for an event, after the workflow sent them reminder emails when they didn't register the first time.

This transition can only be placed before the Final Step in the workflow.

Provide this information when creating a Go to Step step:

Parameter	Type	Description
Name	Text	The name of the step, as shown in the workflow.
Execute Step	Dropdown	The time at which the step will execute: Immediately Time has passed - after waiting x minutes, hours, days, weeks, or months Specific Date Day of the Week - on a particular day of the week, on the next day or on the next weekday
Workflow Step	Dropdown	The step to which to return. Select the step from the dropdown menu - all steps in this workflow are listed.
Allow Portal Schedule Change	Checkbox	Whether your partners are permitted to modify the scheduling time for this step, when they're personalizing the workflow in the portal.

Go To Workflow

Move to a different workflow when this step is reached. This transition will complete the current workflow. For example, if a partner converts a lead to a deal, activate the Deal Status workflow.

This transition can only be placed before the Final Step in the current workflow.

Provide this information when creating a Go to Workflow step:

Parameter	Type	Description
Name	Text	The name of the step, as shown in the workflow.
Execute Step	Dropdown	The time at which the step will execute: Immediately Time has passed - after waiting x minutes, hours, days, weeks, or months Specific Date Day of the Week - on a particular day of the week, on the next day or on the next weekday
Workflow	Dropdown	The workflow to which to move. Select the step from the dropdown menu - all workflows in the system are listed.
Allow Portal Schedule Change	Checkbox	Whether your partners are permitted to modify the scheduling time for this step, when they're personalizing the workflow in the portal.

Training

Learn more with our training course:

Partner Marketing - Campaign Workflows

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