I am trying to set up a workflow that sends out an email as soon as someone is added to a specific list. How would I do that?

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I want to set it up so that when someone (existing and new subs) subscribe to a specific list, it sends out an email. How would I go about doing that?
(Example: A student who is already in the database subscribes to the class 101 list, it sends out a welcome to 101 class email.)
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Posted 4 years ago

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Sam Collis, Customer Support Specialist

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Hi there!

Thanks for a great question.  It sounds like you're looking for a way for your readers (students) to be able to be added to a workflow(s) based on the class that they choose?

Given that these contacts are already in your account, we're going to want to use a Field Change trigger to fire an email for each class selected.  There are a few steps to this so I'll try and make a neat list for you below, in my example I'll be creating an option for my students to choose from 2 classes.

Step 1 - The first thing we want to do is create the fields we're going to use to be altered.  So head over to your Audience page and click on "Manage contact fields."  

Step 2 - For each class option you want to create a new field, with the Field type as a 'Radio button menu" with two options, "Class 101" and "No thanks" (or something of that manner).  So for my example, I'll have 2 contact fields, one with "Class 101" and "No thanks", and another with "Class 202" and "No thanks".  This will enable the reader to choose more than one option, with each option corresponding to a different workflow.  As a side note, the name you choose for these fields will be reflected on the signup form we're going to send out for our students to decide.

Step 3 - No we want to set up our signup form so that our users can manage which emails they want to receive.  So head to one of your signup forms and edit it so that our new contact fields are no longer hidden.

Step 4 - Now we want to create the workflow!  Go ahead and select the appropriate audience.  Our Trigger Type is going to be Field Change, and we're going to select the contact field that corresponds with "Class 101".  The specific field change we'll use will be [changes from = empty] and [changes to any of the following = Class 101].

Step 5 - Go ahead and add the corresponding mailing to welcome our students to Class 101 and save the workflow.

Step 6 - Repeat this for each class and workflow you want.

Step 7 - Now simply send out a mailing to your students with a call-to-action that is going to link to their preferences.   You can do that by using a button or picture that links to the URL:  "[% manage_url %]" . This will then enable your recipients to click on that button and be taken to your signup form that will enable them to choose between your classes and receive the corresponding Welcome email.  Make sure that the signup form attached (on the Review and Send screen) is the one we just edited to reflect those choices.

This will then trigger that specific Welcome workflow for that class.  Moving forward you'll then be able to run a segment to group those that have signed up to each class.  This method will be able you to capture existing and new contacts (via the signup form), but it is more complex than using a Signup Trigger which will only catch new signups.

It is a bit complicated so please don't hesitate to let me know if you have some questions on this, or if I've missed the mark here on what you're trying to achieve.