Note: This article only applies to Community Admins, Brand Super Admins, or applicable custom roles. For more details on Studio access, please refer to the Defining Roles and Restrictions article.
In Studio, open the Workflows page from the menu on the left-hand side, select Configure > Workflows.
From the Workflows page, you are able to view, edit, and create a copy of your community's workflows. A workflow can be an email, push, or Assistant workflow, one-time or repeating, created by a Studio user in your community or created by Firstup.
Workflows are sorted under different tabs by status. Workflows appear in descending order, with the most recent workflow additions at the top.
- Active - Workflows to be sent in the future, in the process of sending now, or "listening" to user engagement. This includes one-time scheduled workflows and repeating workflows.
- Paused - Workflows that were once active and are now paused. You can pause a workflow from the edit workflow view.
- Completed - Workflows that have finished sending and do not have any future scheduled activity including new sends or listening to user engagement.
- Draft - Workflows that have been created but not yet activated.
- Archived - Workflows that were manually archived.
You can search by the name of a workflow or filter the view to just email, push notification or Assistant workflows. You can also filter by visibility and initiatives.
On the Workflows page under nearly all statuses, you can click the metrics icon to view a quick snapshot of the metrics for a specific workflow, as well as access the full report.
Pause vs. Archive
To pause an active workflow, open the workflow edit dialogue. Click on the downward carrot next to Save Changes and choose Pause. This will prevent the workflow from going out, and you can reactivate it at any time from the Paused tab.
From the Workflows page, choose the Deactivate & Archive option if you want to remove a workflow permanently. Your workflow will then be moved to the Archived tab of the Workflows page in Studio. You can still see the name of the workflow and the snapshot metrics, but you cannot reactivate the workflow.
Some metrics may not display depending on the workflow. For example, Drip Workflows do not include push notifications so that metric does not need to be displayed.
Metrics for Multiple-Step Workflow
- Targeted - Number of users in the targeted audience(s) at the time the notification was sent.
- Email - Number of users that we attempted to reach by email.
- Push - Number of users that we attempted to reach by push notification.
- Assistant - Number of users that we attempted to reach by in-app Assistant.
Metrics for Single-Step Push
- Target - Number of users in the targeted audience(s) at the time the notification was sent.
- App Users - Number of users who have an iOS or Android app installed for the community.
- Delivered - Number of users that we delivered a notification to their device.
- Notif Disabled - Number of users who do not have push notifications enabled.
- Unreachable - Number of users who could not be reached. This number indicates that we could not deliver the push notification for a reason other than notifications being disabled.
Metrics for Single-Step Email
Some metrics may not display depending on the workflow. For example, single-step workflows can be more detailed than multiple-step.
- Sent - Number of users in targeted audience(s) at the time the email was sent.
- Delivered - Number of emails successfully delivered to users' addresses.
- Open - Total number of opens. A single user can open an email multiple times.
- Error - Number of emails that failed (for example, because of an invalid email address).
- Templates - you can create a new email or push workflow based on templates from the Workflows page.
- Pre-populated - these workflows are populated directly into your community's Workflows page by Firstup and are usually added under either active or draft.
When creating or editing an email or push workflow based on templates, most templates allow a great deal of editing. You can adjust subject lines, the body of the message, what content is linked, variables such as <username> and <community name>, etc. However, some items including the general layout cannot be customized.
If you would like to have unique email templates that emphasize your brand or achieve an effect that the pre-existing templates do not have, consider implementing a custom email template. To discuss pricing and next steps for custom email workflow templates, please contact your community's Customer Success Manager.
Note: Workflow templates differ from campaign templates. Workflow templates are accessed via the Workflows page and are reserved for workflows. Campaign templates are accessed via the Library or upon campaign creation and are reserved for campaigns.
When a community launches, we will pre-populate some recommended workflows into your community.
Post-launch, we sometimes populate new workflows directly to your active or drafted workflows if we believe that the workflows will be of huge benefit to your community.
You can edit the pre-populated workflows to customize the sender, though the subject and body may have more limited editing options than workflows created from templates.
If you're not ready for a workflow to go to users, you can pause or move the workflow to draft. If you are certain you will not use the workflow, you can archive the workflow - but remember that archive does not allow for reactivation at a later date. We recommend reviewing the benefits of all Firstup-created content with your Customer Success Manager before archiving a workflow, as we carefully craft these workflows to drive engagement and improve user experience.
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