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How do I create an automated workflow?
How do I create an automated workflow?

Use Heartbeat workflows to trigger automated actions in your community.

Updated over a week ago

Step 1: Name your workflow

First, give your new workflow a name that will allow you to easily identify it's purpose.

Step 2: Toggle repeat run settings

Next, decide if you'd like to allow repeat runs. If toggled on, each member will only ever receive this workflow once, even if they trigger the event multiple times. For example, if you want to send a welcome DM to someone that joins a group the first time they join, but don't want to send the same DM if they leave and join again, toggle this setting on.

Step 3: Select automated workflow

Select the Automated option and then click next to progress to the Actions tab.

Step 4: Select a trigger

Decide what you would like to trigger the workflow. Some triggers may have additional settings to toggle once selected. For example, On Event RSVP requires you to distinguish which events and attendee types you'd like to trigger the workflow for.

Step 5: Add actions

Click on Add Action and select the action you'd like to perform when the trigger event occurs. You may add as many actions as you'd like after a trigger.

You can also delay actions based on time elapsed from the initial trigger. You have the option of selecting a number of minutes, hours, or days.

Example: Welcome email sequence to new members

Name the workflow and toggle off "Prevent repeat runs." We toggle this off because we want to send someone the welcome emails no matter how many times they leave or rejoin our community.

Then, select the On Community Join trigger. We're then given the option to only run this workflow when someone joins via a specific onboarding profile. If you choose not to select a specific onboarding profile, the workflow will run for all new members no matter the onboarding profile used.

Select the add action button and select send email. Then, customize the email with the welcome messaging you want to provide. You can further customize these emails with merge tags, which allow you to pull in information about the newly joined member and insert it into the email (like their name or email). You can use merge tags in the subject line as well as the body of the email.

Lastly, add a delay based on how long you'd like to wait to send the email after they've joined the community.

Repeat this step for as many emails as you'd like to send after a member joins your community. In this example, we create 3 emails that send 5 minutes, 1 day, and 2 days after a member joins the community.

If you'd like, you can send yourself a preview of each email by clicking the preview button at the top right of the send email modal.

Lastly, click save and the workflow will be live! Any new members that join your community once it is live will trigger the workflow.

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