Action - Add to Workflow

Modified on: Wed, 11 Dec, 2024 at 5:12 AM

The “Add to Workflow” action enables you to automatically move contacts into specific workflows, ensuring smooth transitions between stages of engagement. In this article, you’ll learn what the “Add to Workflow” action is, its key benefits, a step-by-step setup guide, and real-world use cases. We’ll also address common user questions in the FAQ section.

TABLE OF CONTENTS

What is the “Add to Workflow” Action?
Key Benefits of Using the “Add to Workflow” Action
Step-by-Step Process for Using the Workflow Action
Use Cases
FAQs

What is the “Add to Workflow” Action?

The “Add to Workflow” action is an automation tool that allows you to automatically add contacts to another specified workflow. This action is often used to move contacts between different stages of a customer journey or process, ensuring they are guided through the appropriate steps at the right time. Additionally, the Pass Input Trigger Parameters option allows you to carry data from the original workflow trigger into the new workflow, allowing for more personalized automation.

For example, after a customer books an appointment, you may want to automatically add them to an “Appointment Follow-Up” workflow that provides confirmation details and reminders before their appointment.

Key Benefits of Using the “Add to Workflow” Action

Seamless Contact Transitions: Automatically move contacts between workflows to ensure a smooth handoff from one stage to the next.
Data Consistency: Carry important trigger data from one workflow to another, ensuring no key information is lost.
Time-Saving Automation: Eliminate the need for manual intervention in managing customer transitions, saving time and resources.
Enhanced Customer Experience: Ensure timely follow-ups, confirmations, and reminders for customers to keep them engaged and informed.
Scalability: Easily scale your automation processes as business needs grow, without the need for manual adjustments.

Step-by-Step Process for Using the Workflow Action

Here’s how to configure and set up the “Add to Workflow” action:

Go to "Workflows" menu inside "Automation" section.

Click " + Create Workflow" button at the top right corner. Select " + Start from Scratch" option from the dropdown menu. It will take you inside the workflow builder.

Click the "+" button to view the list of all the workflow actions. Scroll down to find “Add to Workflow” option and click there to configure the settings.

Name the Action

Provide a descriptive name for your action to identify it easily. In this example, We have named the action as “Add to AI Appointment Booking Workflow.”

Select the Target Workflow
Choose the workflow to which the contact will be added. In this example, we have selected the existing workflow named “AI Appointment Booking.”

Enable “Pass Input Trigger Parameters” (Optional)

If you want to carry data from the initial trigger into the new workflow, enable this option. For example, you might want to pass contact details, booking dates, or other key information.

Be sure to click the "Save Action" button at the bottom before you go back to the workflow builder

Test and Save

Run a test to ensure the action works as expected.

Note: Be sure to "Save" your Draft whenever you are leaving the workflow builder so whenever you come back, you can continue to build your workflow from where you have left.

Publish the Workflow

Once everything is verified, activate the workflow by using the toggle option.

Use Cases

1. Appointment Booking Follow-Up

Scenario: When a customer books an appointment, you want them to automatically receive follow-up emails and reminders before the appointment.

Action Setup:

Trigger: Customer books an appointment.
Action: Automatically add the customer to the “Appointment Follow-Up” workflow.
Follow-Up Workflow Actions: Send a confirmation email, provide appointment details, and send reminders leading up to the appointment.

2. Customer Onboarding

Scenario: After a customer signs up for a service, you want to guide them through an onboarding process.

Action Setup:

Trigger: Customer signs up for a service.
Action: Add the customer to the “Onboarding Workflow.”
Onboarding Workflow Actions: Send welcome emails, guide them through product setup, and introduce support. options.

3. Sales Funnel Nurturing

Scenario: If a lead in your “Nurture” workflow takes a key action (like clicking a link), you want to move them into a “Sales Follow-Up” workflow.

Action Setup:

Trigger: Lead clicks a key link in an email.
Action: Add the lead to the “Sales Follow-Up Workflow.”
Sales Follow-Up Workflow Actions: Notify the sales team, schedule a call, and send a personalized offer email.

4. Event Registration Follow-Up

Scenario: When a user registers for an event, you want to send them event-related communications.

Action Setup:

Trigger: User registers for an event.
Action: Add the user to the “Event Follow-Up Workflow.”
Event Follow-Up Workflow Actions: Send event details, reminders, and post-event feedback requests.

FAQs

Q1: Can I add a contact to multiple workflows simultaneously?

No, the “Add to Workflow” action adds a contact to one workflow at a time. However, you can configure multiple “Add to Workflow” actions in your automation to achieve this.

Q2: What happens if I enable “Pass Input Trigger Parameters”?

When enabled, this option transfers data from the initial trigger (like contact details, date of booking, etc.) into the new workflow. This allows you to personalize subsequent actions in the new workflow.

Q3: Can I remove a contact from the previous workflow after adding them to a new one?

No, the “Add to Workflow” action does not remove contacts from previous workflows. If you need to remove a contact from a workflow, you must configure a “Remove from Workflow” action separately.

Q4: How do I know if “Pass Input Trigger Parameters” is working correctly?

You can test your workflow before activating it. Run a test to ensure the data is being transferred as expected.