Overview
Workflows
Triggers are used to determine who should be enrolled in a workflow. When a contact meets the criteria for the trigger you set, they are automatically enrolled in the workflow. The system then checks each workflow step against the person to determine what should happen to them based on the step's conditions.
Workflows also allow you to search by name or load a segment. This option is ideal when your focus is on a specific group of contacts, where automatic enrollment in the workflow is not required. When loading a segment, it's important to note that this captures a snapshot of the segment at that specific time. All contacts in the segment at the moment of enrollment will be added to the workflow and remain there, regardless of any subsequent changes to their profiles or segment filters. Adding your audience in this way acts as your trigger for the workflow.
Rules
When creating a rule with the type triggered, you have the same trigger options as when creating a Workflow. Triggers are not available for Scheduled rules.
You can have multiple triggers, and they operate independently. This means that a person only needs to meet the criteria of one trigger to be enrolled in the workflow.
How to Add a Trigger
Triggers should be added as the last step in creating a Workflow or Rule. To learn how to add a trigger, use these resources:
Workflows: How to Create a Workflow
Rules: How to Create a Rule
Types of Triggers
Applications
Application Completed: Enroll people when they complete a selected application.
Application Started: Enrolls people when they begin a selected application.
Application Submitted: Enroll people when they submit a selected application.
Payment Submitted: Enroll people when they pay the fee for a selected application.
Recommendation Submitted: Enroll people when a recommendation is submitted for a selected application.
Once selected, application triggers have the following options:
Application: Choose which application the trigger relates to.
Term (optional): Choose the term applicants have chosen that should enroll them.
Major (optional): Choose the major applicants have chosen that should enroll them.
Appointments
Appointment Attended- Enroll people who have attended an appointment
Appointment Canceled- Enroll people who have canceled an appointment
Appointment No-Show- Enroll people who have been marked as no-show to an appointment
Appointment Scheduled- Enroll people who scheduled an appointment
Appointment Updated- Enroll people who updated an appointment
Conversations
Conversation Started- Enroll people who start a conversation
If selected, you can then select the channel:
Any
Email
Messenger
SMS
Phone
Decisions
Decision Checklist Items: Enroll people when their checklist item status (completed, waived, incomplete) is changed
Decision Released: Enroll people when their application decision is released
Decision Stage Changed: Enroll people when their application decision stage changes.
Decision Status Changed: Enroll people when their application decision status changes.
Documents
Document Uploaded: Enroll people when a related document is uploaded or imported (contact must be associated with the document upload)
Events
Event Signup: Enroll the user when they sign up for a specified event.
Each event you create in Events has automated messaging built-in. So, you don't need to create workflows to send messages to attendees. For more information on event messaging, click here.
Forms
Form Submitted: Enroll a person when they submit a form. For example, a request for information form.
Labels
User Label Added: Enroll people when they are tagged with a chosen label.
User Label Removed: Enroll the user when a label is removed.
You can use workflows to automate applying labels to people, which would, in turn, trigger this trigger. For example, you can create a workflow that tags people with “prospect” when they click a link in a student search email.
Users
Joined Segment: Enroll people when they join a calculated segment.
Joined or Left Segment: Enroll people when they join or exit a calculated segment.
Left Segment: Enroll people when they exit a calculated segment.
User Birthday: Enroll people at 5:01 UTC (12:01 AM) on their birthday
User Territory Change: Enroll people when their territory changes
Considerations When Using "Joined" Triggers
"Joined” triggers activate when a user’s profile is updated, but they won’t activate based on the passage of time or changes to someone else’s profile. Here are two cases where joined triggers won’t work:
If the segment includes a relative date filter.
If the segment includes a relationship filter (e.g., the family profile is not evaluated when there is a change to the related student’s profile).
Calculated segments are not designed to update instantly. If you’re looking for an immediate response based on user actions, consider using workflow triggers like “Application Start” or “Form Submitted.” These instant triggers are helpful when a user takes an action that requires a prompt response. However, immediate responses may not be necessary for activities like labeling users based on their behavior for reporting purposes.