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Automated Workflows
Automated Workflows

You can set up automated workflows within Simply Stakeholders to automate actions based on key triggers.

Katie Kinder avatar
Written by Katie Kinder
Updated this week

Automated Workflows can be set up for Stakeholder or Interaction records. A range of workflows are available to be assigned.

Please note this is a premium (paid) add-on feature. For more information or to get this feature enabled please contact your Customer Success Account Executive or email [email protected].

Automated Workflows are designed to assist your organisation to create triggers, based on Interaction or Stakeholder records, that generate an action (assign tags, assign to contact group, send an email notification. These workflows can help you and your team to optimise your work, save time and reduce your admin!

To create an Automated Workflow:

  1. Navigate to Tracking & Data Organisation > Automated Workflows

  2. Select the Add Workflow button to create a new Workflow, or edit an existing workflow by clicking the edit pen icon tot he right of the workflow

  3. Give your Workflow a name

  4. Choose whether your workflow will relate to a Stakeholder or Interaction

  5. Set the Trigger: When 'x'....

    Image shows the Add Workflow pop-up page, cropped to show a Stakeholder Workflow the with "When" drop down list opened.

  6. Set any Filters or conditions "If" (optional):

    Image shows the Add Workflow page, cropped to show a Stakeholder Workflow the "If" filters drop down list with "Belongs to contact groups" selected and the "Any of the following" radio button selected with the contact group "Newsletter Testing" applied.

  7. Set your Action (required) "Then":

    Image shows the Add Workflow page, cropped to show a Stakeholder Workflow the "Then" Action drop down list with "Send email to" and email address entered.

    NOTE: if you are adding an "Send email to" action, you will need to press the 'Enter' key to enter the email address correctly:

  8. Then Save your Workflow. Tick Publish your Workflow to set the Workflow as live. If you leave the Publish button unticked, your Workflow will be saved as a draft and can be published at a later stage.

    Image shows the Publish Workflow checkbox selected on the left and the Cancel and Save buttons on the right

  9. Your workflow will now be live and able to be edited or toggled off from the Workflow Automations module:

    Image shows the Workflow Automations module page, showing a list of workflows.

  10. You will receive email notifications if you have set them up like below:

    Image shows an email notification example.

Workflow Customisations

Workflows can be customised to the available filters and triggers to generate an action. Below the Triggers, Filters and Actions are listed for Stakeholders and for Interactions.

Stakeholder Triggers:

Image shows drop-down menu of Stakeholder triggers (listed below)

  1. No new interactions for

  2. No edits for

  3. Relationship health is at or below

    1. means any Stakeholder that has an Auto Generated Relationship Health Score that is at or below the bracket threshold:

      • Negative (20%)

      • Somewhat Negative (40%)

      • Neutral (60%)

      • Somewhat Positive (80%)

      • Positive (100%)

  4. Record created

  5. Record edited

Stakeholder Filters:

Image shows drop-down menu of Stakeholder filters (listed below)

  1. Has mapping values of

  2. Belongs to contact groups

  3. Is assigned tags

Stakeholder Actions:

Image shows drop-down menu of Stakeholder actions (listed below)

  1. Add to contact groups

  2. Assign tags

  3. Send email to

Interaction Triggers:

Image shows drop-down menu of Interaction triggers (listed below) and Sentiment brackets (indented in list below)

  1. Sentiment score is at or below

    • Negative (20%)

    • Somewhat Negative (40%)

    • Neutral (60%)

    • Somewhat Positive (80%)

    • Positive (100%)

Interaction Filters:

Image shows drop-down menu of Interaction filters (listed below)

  1. Has interaction types of

  2. Has interaction methods of

  3. Is assigned tags

Interaction Actions:

Image shows drop-down menu of Interaction actions (listed below)

  1. Assign tags

  2. Send email to

Notes

Email Notifications

Email notifications are sent when the Automated Workflow trigger conditions are met and are sent in line with the Workflow run times (below).

Workflow run times

Please note that Workflows are run in batches:

  1. "Daily" job that runs at 07:00 UTC / 17:00 AEST each day

  2. "Immediate" job that runs every 30 minutes.

Below are the details for when each Workflow will run.

Interaction Triggers

  • Sentiment Score is at or below – Immediate

Stakeholder Triggers

  • No Interaction for - Daily

  • No edits for - Daily

  • Relationship is at or below – Immediate

  • Record created - Daily

  • Record edited - Daily

For more help

For more information, to arrange a demo or for product training please contact your Customer Success Account Executive or email [email protected].

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