What You’ll Learn

  • How and why to use conditions
  • The types of conditions you can choose from
  • How conditions affect people on a workflow step

Conditions allow for finer control over your workflows. They let you create logic branches based on people in a workflow and what they do. They also help determine who and how people move from step to step in a workflow.

How Conditions Work

Think of conditions as filters. As people pass through each step of a workflow, the condition will filter some to a "yes" path if they pass the conditions, and others to the "no" path. You will use actions to define what happens for each path. More about actions.


In the workflow example above, an email is sent to applicants who have completed, but not yet submitted, their applications. It asks them to click a link for “yes” if the school can submit their application on their behalf.

A condition checks to see if recipients click the link. If they click “yes,” their app is auto submitted (the action). If they don’t click, a reminder email is sent (another action) 72 hours later asking if they’re ready for the app to be submitted.

Add a Condition

To add a condition:

1. Click the condition icon on the right of the step.

A form will slide out from the right side of the screen. This is where you’ll build the condition.  

2. Choose a condition type.

Condition Types

User Segment
Use this to create a segment of people that the action will be applied to. For example if you want to send an open house communication to people within a certain mile radius of your campus who have opened an earlier email about visiting campus, your segment would look like this:

Note:

  • As you add segment properties (e.g. Address Location), you’ll be prompted to add one or more constraints.
  • Constraints are what they sound like. They put limits on the selected property.
  • In the case of the location, it would be the distance from the location you enter. For Opened Email it would be the name of the email (or “campaign” in Element451 terminology) and how many times a person opened it.

User Segment Reference
If you have a segment created already, choose this condition and load the desired segment.

Date Condition
If you want the action to be coordinated with a date and/or time (before, after, on, at, etc.) use this condition.

For example, if the action is sending an open house invitation in a student search communication series and you don’t want it to be sent after the open house has occured, you would use a date condition.

When you select the date condition, you’ll be prompted to enter an operator and a value.

Operator
Before, after, day of the week, month, hour, etc.

Value
The specific date, day, time, etc.

To combine date conditions within a date condition, click Add Filter. This will allow you to indicate something like 3:00 pm on a specific calendar date.

3. If you want to connect another condition to the first condition, click Add Condition. This allows you, for example, to make sure an email sends on or before a specific date.

Keep in mind:

  • People must meet all conditions to pass the condition filter. You will see each condition and filter linked with the word "AND" indicating how they are logically linked.

Here’s an example of setting a condition for an open house invitation to go out to people who live within 50 miles of campus and have opened an email about campus visits. The message would send based on the step’s delay before 7:00 am the day before the open house is scheduled. If people open the email defined in the user segment part of the condition after the date indicated in the date condition, they will not receive the email.

4. When you’re finished adding the condition, click anywhere outside the condition builder area. Your changes will be saved automatically. You’ll see your condition added to your workflow. 

5. To add actions to the “no” branch of the condition (people who didn’t meet the filter conditions for the “yes” branch), click the Add Action play button under NO. Then follow the steps for adding actions.

In the example of the open house invitation we’ve been following, you could, for example send a different communication to people in the “no” branch. If you don’t add an action, the people will continue to the next step in the workflow.

Learn about managing and viewing people in your workflow once it's active.

Related

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