How to create workflows in systeme.io

In this article, you will learn all about workflows and how to create them in systeme.io.

Creating a new workflow

Log into your systeme.io account, click on the "Automations" tab from the menu bar, and then on "Workflows".

Click on the "Create" button, provide a name for your workflow, and click on "Save".

Now that a new workflow has been created, you will have to define triggers and assign actions.

1) Adding a trigger

A trigger is activated after a specific event occurs, such as a user purchasing one of your products or subscribing to your newsletter.

To create a trigger:

  • Click on "Create your first trigger"
  • Click on "+" to define the next step of the workflow

Select from the following triggers:

  • Tag added / Tag removed: Occurs when a specific tag has been added or removed from the contact after the activation of the Workflow (tags already added/removed before the activation of the Workflow will not be taken into consideration)
  • Funnel form subscribed: Occurs when a contact has subscribed using a form in a funnel
  • Blog page form subscribed: Occurs when a contact has subscribed using a form in a blog page
  • Email campaign completed: Occurs when a contact has gone through an entire email campaign
  • Registered to a webinar: Occurs when a contact has registered for a webinar
  • Enrolled in a course: Occurs when a contact has enrolled in a course
  • Enrolled in a course bundle: Occurs when a contact enrolls in a course bundle
  • New sale: Occurs when a customer purchases an offer
  • Email link clicked: Occurs when a contact clicks a link within an email
  • Page visited: Occurs when a contact visits a specific page

Notes:

  • You can define more than one trigger to be set off at the same time.
  • The action to complete after a trigger will only be performed if the trigger occurs after the workflow has been activated.

2) Adding a workflow step

After choosing a trigger, click on "+" to specify the next step of the workflow. This could be:

  • An action: Actions are events that occur in systeme.io after a trigger is activated. Examples of actions include: adding a tag, deleting a tag, subscribing to a campaign, etc...
  • A decision: Follow a different path in the workflow according to the criteria of the contacts, choosing the filter of your choice.
  • A delay: Defines a waiting period before moving on to the next workflow step.

Sample workflow

To help us understand how to work with the different elements of a workflow, we will create one for a typical scenario to automate certain tasks.

Background

In this scenario:

  • The user is selling two offers
  • There are 2 campaigns: "Campaign 1" is being used to promote offer #1, and "Campaign 2" to promote offer #2
  • An automation rule has been created to add the tag "Customer 1" to each customer that purchases offer #1, promoted in the first email campaign (Campaign 1)

Workflow sequence

In this example, we would like to automate the following:

  • When the lead subscribes through the Squeeze page, we would like to subscribe them to "Campaign 1" to send them emails promoting offer #1
  • When the lead buys offer #1, we want to unsubscribe them from "Campaign 1" and subscribe them to "Campaign 2" to promote offer #2

Steps to follow

1. Create a trigger, choose the option "Funnel form subscribed", and then select the opt-in page from which leads will subscribe.

2. Create an action, select the option "Subscribe to a campaign", and then select "Campaign 1" from the list of options.

3. A delay may also be added after the action. During the delayed workflow period, the contact receives the emails of the first email campaign.

4. Add a "decision" action to check if the contact has been tagged with the "Customer 1" tag. To do that, they must select the filter "Tag", and the option "Contact tagged with" and choose the tag to use ( the tag "Customer 1'').

5. After adding a decision, there are two possible outcomes:

  • No: This means that the contact does not have the tag "Customer 1", since they have not purchased the offer yet.
  • Yes: This means that the contact has purchased the offer.

If the answer is yes, we will have two additional actions to create:

  1. An action to unsubscribe the contact from the first email campaign
  2. An action to subscribe the contact to the second email campaign.

Once the workflow is configured, the user has to activate the workflow to put it into action.

Activating the workflow

To activate the workflow, return to the workflows list, hover your mouse over the 3 dots (...), and click on "Activate".

If you would like to deactivate your workflow afterwards, go to the Workflow list and click on the "Deactivate" button.

When deactivating your workflow, you can choose between two options:

  1. Deactivate workflow: this will not cancel the scheduled tasks, and contacts/customers will still be able to receive the configured actions, but will not allow other contacts/customers to be registered.
  2. Deactivate workflow and cancel related scheduled tasks: in this way, your contacts/customers will no longer receive the tasks that were scheduled in the workflow.

Select one of the two options, then click on "Confirm" to validate the deactivation of your workflow.

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