Automation based on changed date field

  • 0
  • 1
  • Question
  • Updated 2 years ago
  • Answered
I have a client that is a membership organization.  We want to send onboarding emails upon "new member signup" or "renewing member".    New members uploaded and renewing members updating their expire date (we carry expire date in Emma for electronic renewal notices so this date changes when they actually renew).

The client is not at present API capable, so our only input method is to receive a weekly CSV file that contains a mixed list of new and renewing members.  I do have a field that says "NEW" or "RNW" in it that I am importing as well as a numeric field with 1.0 for new and 0.0 for existing records.

We have slightly different onboarding series for new and renew as well, so I definitely need different triggers and workflows.  The new series is 6 parts every 2 weeks and the renew is 4 parts every two weeks.

Any ideas on how I can do this?
Photo of Barry Elk

Barry Elk

  • 8 Posts
  • 2 Reply Likes

Posted 2 years ago

  • 0
  • 1
Photo of Adriane Smith

Adriane Smith, Customer Support Specialist

  • 506 Posts
  • 53 Reply Likes
Hi Barry,

Thank you for reaching out about this! I think you could create two separate 'field change' type workflows, one for new members and the other for renewals. In order to use the field change trigger, you'll just want to make sure you do start out with something populated in the field, as the trigger fires the email as the 'something' changes to 'something else'.

Have a look at this resource to get up to speed with using the field change trigger, and you should be able to set those draft workflows up. This resource walks you through setting up the workflow. You'll also be able to assign the emails to the series, and choose the timing delays between each email in the series.  Once you've got those workflows in place, you can test the series using your own email address. Just manually change the fields associated with each workflow in your own contact record to see the series begin to arrive in your inbox.

Give that a go, and let me know if you have questions along the way! Happy to help.
Photo of Barry Elk

Barry Elk

  • 8 Posts
  • 2 Reply Likes
Adriane - according to the first bullet in the linked resource, this won't work for us because we aren't using API updates to the records:
  • "Field change triggers currently only watch for changes made via an “Add or update” call from the API "
I can update a field from "0" to "1" for example based on transaction status - but I have do this via a bulk list upload (CSV).  Not at an individual record level and at this point not as an API push.

All of the members currently exist in the Emma database already because there is a monthly enewsletter that goes to all members.  I think I can figure out a way to create an onboarding workflow for new members (new additions to the Emma database) but recent renewal transactions have me stumped.
Photo of Adriane Smith

Adriane Smith, Customer Support Specialist

  • 506 Posts
  • 53 Reply Likes
Hi Barry,

Thank you for the feedback, and you are totally right - I had forgotten that imports won't actually trigger the field change trigger. Bummer, also (we're working on this).

Would it be possible to add a date field (something like 'renewal date') for the renewals? If you could add a date field to your audience and to your spreadsheet, you could trigger the series to renewals based on the date on your spreadsheet. 

**sidenote: When using the date based trigger with an import, it is best to delay the send if using today's date to allow ample time for the trigger to fire. So, instead of choosing to send the email 'immediately' following the trigger, something like 'wait one day' is a better process. 

Let me know if this will work, or if you have more questions for me!
Photo of Barry Elk

Barry Elk

  • 8 Posts
  • 2 Reply Likes
So use a "throw away" date field, append a column to the batch file with "tomorrow's date" and upload/update the list?  Then when "tomorrow" comes, it would trigger?  Might be able to make that work and use the New/Renew status field as a criteria.  Will test that out.  Thanks.
Photo of Adriane Smith

Adriane Smith, Customer Support Specialist

  • 506 Posts
  • 53 Reply Likes
Exactly, Barry. That should be a viable option for you. If you end up having more questions about this process as you do some testing, please let me know!