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Send Contacts to Workflow

Sometimes, you may want to manually enroll contacts into a workflow to perform a sequence of actions. This is particularly useful for scenarios where you need to automate multi-step processes, handle conditional logic, or perform bulk updates.

Why Manually Send Contacts to a Workflow?​

Manually triggering workflows allows you to:

  • Automate Complex Sequences: Perform multi-step actions (e.g., send a message, wait for a reply, and take dynamic follow-up actions) that go beyond simple one-off messages.
  • Handle Conditional Logic: Use IF/ELSE logic to tailor responses based on contact behavior or input (e.g., responding "JOIN" to opt into a program).
  • Update Contact Properties in Bulk: Mass update contact fields (e.g., marking contacts as Do-Not-Disturb) or add tags dynamically.
  • Ensure Consistency: Automate repetitive tasks to reduce human error and ensure every contact receives the same experience.

How It Works​

  1. Create a Workflow: Define the sequence of actions you want to perform.
  2. Select Contacts: Go to the Contacts page, filter the contacts you want to enroll, and select them.
  3. Add to Workflow: Use the Add to Workflow option to send the selected contacts to the workflow.
  4. Monitor Progress: Check the status of the process in the Bulk Actions page. The status will show as QUEUED, PROCESSING, or COMPLETED.

Example 1: Message Campaign with Follow-Up Based on Response​

Let’s say you have a list of leads on a waiting list for a trial class. Once the class opens, you want to ask them if they’d like to join.

Step 1: Create the Workflow​

  1. Name the Workflow: Give it a descriptive name like "Campaign: Waitlist Interest Checker".
  2. Trigger: None (since you’ll manually trigger the workflow).
  3. Action 1: Send WhatsApp Message:
    • Add a Send WhatsApp action with the following content: 
      Hi {{contact.firstName}}, earlier on, we put you on the waiting list for our Art Programme. Now, we have open slots this coming weekend. Would you like to join?

      Reply "JOIN" if you would like to join.
  4. Action 2: Wait for Reply:
    • Add a Wait For Reply action to pause the workflow until the contact responds.
  5. Action 3: IF/ELSE:
    • Add an IF/ELSE action to handle the contact’s response.
    • Branch 1: Check if the contact’s reply contains the word "JOIN" (case-insensitive):
      • Condition: Wait For Reply > Message > Text contains join.
      • If the condition is true, proceed to the next action.
  6. Action 4: Send Follow-Up Message:
    • Under Branch 1, add a Send WhatsApp action with the following content: 
      We’ve noted your interest to join. Please give us a moment to check if the slot is still available. We’ll get back to you soon.

Step 2: Send Contacts to the Workflow​

  1. Go to the Contacts page.
  2. Filter Contacts: Use filters to narrow down the list (e.g., filter by tag waitlist or custom field status = waiting).
  3. Select Contacts: Select the filtered contacts.
  4. Add to Workflow:
    • Click Add to Workflow.
    • Choose the workflow you created (e.g., "Campaign: Waitlist Interest Checker").
  5. Monitor Progress:
    • Go to the Bulk Actions page to track the status of the process.
    • Statuses include QUEUED, PROCESSING, and COMPLETED.

Example 2: Mass Update Contact’s Do-Not-Disturb (DND) Status​

If you want to mass update a list of contacts as Do-Not-Disturb, you can create a simple workflow for this purpose.

Step 1: Create the Workflow​

  1. Name the Workflow: Give it a descriptive name like "Mark as Do-Not-Disturb".
  2. Trigger: None (since you’ll manually trigger the workflow).
  3. Action 1: Update Do-Not-Disturb Status:
    • Add a Do-Not-Disturb action and set it to ON.

Step 2: Send Contacts to the Workflow​

  1. Go to the Contacts page.
  2. Filter Contacts: Use filters to narrow down the list (e.g., filter by tag inactive or custom field last_contact > 30 days).
  3. Select Contacts: Select the filtered contacts.
  4. Add to Workflow:
    • Click Add to Workflow.
    • Choose the workflow you created (e.g., "Mark as Do-Not-Disturb").
  5. Monitor Progress:
    • Go to the Bulk Actions page to track the status of the process.

Tips and Best Practices​

1. Test Before Scaling​

  • Always test your workflow with a small group of contacts before applying it to a larger audience.
  • Use a test contact or a small group to ensure the workflow behaves as expected.

2. Use Filters Wisely​

  • Use filters on the Contacts page to ensure you’re selecting the right group of contacts.
  • Common filters include:
    • Tags: Filter by tags like waitlist or inactive.
    • Custom Fields: Filter by fields like status or last_contact_date.
    • Date Ranges: Filter by date ranges (e.g., contacts added in the last 7 days).

3. Monitor Progress​

  • Check the Bulk Actions page regularly to track the status of your workflow executions.
  • If the status is QUEUED or PROCESSING, wait for it to complete.
  • If the status is COMPLETED, verify the results (e.g., check if contacts received the message or were updated correctly).

What’s Next?​

Now that you’ve learned how to manually send contacts to a workflow, you can explore other advanced features like:

  • Using Tags: Categorize contacts for better segmentation and targeting.
  • Adding Wait For Reply: Create interactive workflows that respond to contact input.
  • Combining Conditions: Use AND/OR logic to create more precise workflows.

The sky’s the limit—you can perform a wide range of sequential or dynamic actions for your contacts using workflows.

Ready to Get Started?​

  1. Create Your First Workflow: Start with a simple workflow like the examples above.
  2. Test It: Run the workflow with a small group of contacts to ensure it works as expected.
  3. Scale Up: Once you’re confident, apply the workflow to a larger audience.

Happy automating!