If you have a number of simple Automation Rules that you’ve created to work together, you can convert them to a Workflow and:

  • Simplify and clean up your account
  • Visualize how your rules work together in one flow
  • Add extra segmentation and actions

The transition requires some planning, and this article will show you how.

Inventory your rules.

Start by mapping out which rules relate to each other, and in which order they should go. If you have a lot of automation rules, it may be helpful to rename them by which are grouped together. For example, if you have a set of rules for when someone signs up for your webinar, you could add “Webinar:” to the beginning of each related rule.

Don’t forget rules that might live in forms. You can often eliminate those form rules by including them in your Workflow. Including form rules in your Workflow gives you the extra benefit of seeing how all your rules work together in one place.

Use Goals as Entry Point, or restrict your old rules using segmentation

When you re-create your simple automation rules in a Workflow, they may still be handing subscribers outside of your Workflow. 

Any subscriber who as already fired the entry trigger to your new workflow will be excluded from the sequence of rules handled by your workflow. For this reason, you need to either keep your simple rules running for this segment of your subscribers, or mark all goals in your workflow as entry points.

Marking Goals as Entry Points

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Marking goals as entry points will allow subscribers outside the workflow to enter the flow when they trigger that goal.

Restrict Simple Rules to Pre-Workflow Subscribers

You could instead restrict your simple rules to a certain segment of subscribers – people who triggered the rule before you put the workflow in place.

To do this, create a saved segment with the proper criteria, and restrict the Automation Rule to that segment.

If you are already restricting the rule using segmentation, simply modify the existing segment using date-specific criteria.

Segment restriction

Pause or archive rules that no longer run on any segments.

When you eliminate the need for an Automation Rule by re-creating it in a Workflow, you should pause it or archive it, as long as it isn’t currently handling subscribers (see above).

Pausing allows you to see it in your Automation Rules list. If you decide to Archive, you will no longer be able to access the rule.

You can send all your Paused Automation Rules to the last page of your Rules list by clicking on this icon, making it easy to keep your rules list organized.

Test your new workflow.

Once you build your Workflow, turn it on and apply it to a test segment. Your test segment can include your email address and addresses of anyone testing your setup.

Perform each trigger action with a separate testing address to confirm the Workflow fires as you intend.