Limit a workflow to firing once per email address?

  • 0
  • 1
  • Question
  • Updated 4 years ago
  • Answered
Archived and Closed

This conversation is no longer open for comments or replies and is no longer visible to community members.

So, I'm trying to set up a Workflow to do the following: 

* Send Email #1 immediately to folks who fill out Signup Form A
* Send Email #2 three days later to folks who filled out Signup Form A
* Send Email #3 to the same audience, one week after they filled out Signup Form A

BUT I only want this workflow to be triggered the first time somebody fills out Signup Form A.

I don't see any way on the workflow creation screen to set it to only first the first time the criteria are met. 

I thought that a possible solution might be to set up a segment searching for folks who had filled out Signup Form A but excluded folks who had received Email #1, but it doesn't look like I can set up a segment to exclude people who have received a specific email, is that correct?

Any other suggestions for how I might accomplish this? 

Thanks! 
Photo of Meaghan

Meaghan, Champion

  • 83 Posts
  • 15 Reply Likes

Posted 4 years ago

  • 0
  • 1
Photo of Emily Hollingsworth

Emily Hollingsworth, Alum

  • 2203 Posts
  • 158 Reply Likes
Hi Meaghan -- The only way to exclude "re-signups" from your automated workflow would be to use the "All" option in your list of signups:



Choosing a specific signup form will include anyone who signs up via that form, even if they already exist in the audience. I ran a quick test in my account to confirm this. You're correct in your segmenting logic. You can only use segment logic to exclude or include contacts based on their receiving history in a specific date range, not by specific mailing.

You can still limit your workflow to the folks signing up via Signup form A by limitig the workflow to the group that form is adding those contacts to. Using the "All" trigger will exclude anyone who signs upagain, while the group specification will keep things isolated to that specific group of contacts.

Make sense? 
Photo of Meaghan

Meaghan, Champion

  • 83 Posts
  • 15 Reply Likes
Hey Emily, 

Thanks for the reply. I think I understand what you're suggesting here, but I'm confused about the application. If I set up my workflow to target folks in Group A (that's where I'm putting folks who fill out Signup Form A) and then set my trigger to all signup forms, couldn't that result in my workflow triggering for someone who is in Group A when they fill out a different signup form? 
Photo of Emily Hollingsworth

Emily Hollingsworth, Alum

  • 2203 Posts
  • 158 Reply Likes
Correct - the key here is using a group that only that signup form feeds into, so you might need to create a new group designated for that form. Would that do the trick?
Photo of Meaghan

Meaghan, Champion

  • 83 Posts
  • 15 Reply Likes
Right, I always do that, every form spits people into a specific group. What I'm worried about is a person who fills out Signup form A, thus they are in Group A, but what prevents the workflow from triggering again when they fill out Signup form B? Perhaps I'm misunderstanding how the "All" setting works, but wouldn't that mean that work flow is triggered after a signup on ANY form for all people in my specific group? 
Photo of Emily Hollingsworth

Emily Hollingsworth, Alum

  • 2203 Posts
  • 158 Reply Likes
Gotcha -- So, the audience and trigger event specified in the workflow aren't exclusive. The workflow will only fire to contacts that meet all of the criteria in the workflow. So while someone signing up via Signup form B meets the "All forms" requirement, they aren't being added to Group A, so the workflow won't fire to them. 

So in essence, we're limiting the workflow to your specific form, just not directly, in order to elminate sending this workflow to those contacts who signup for a second time. :)

Does that clear things up?
Photo of Meaghan

Meaghan, Champion

  • 83 Posts
  • 15 Reply Likes
Sorry, not trying to be dense, but I'm still not seeing anything that prevents the scenario I'm imagining. Here's another example to attempt to clarify:

Let's say that tomorrow, a subscriber fills out Signup form A. That puts her in Group A, and triggers the workflow. Great, just what I want! Next month, she fills out Signup Form B. As I understand it, this workflow is triggering on ANY signup for people in Group A, so wouldn't the workflow trigger again next month when she fills out a different sign up form, since she's in the target audience?  
Photo of Emily Hollingsworth

Emily Hollingsworth, Alum

  • 2203 Posts
  • 158 Reply Likes
Hey Meaghan -- Not at all! I actually talked through this with another teammember to confirm, since that is a scenario I hadn't specificially thought through. The "All" signup forms trigger will prevent any resignupfrom triggering that specific workflow. 

So, in your scenario above, the subscriber who is already in Group A and received your workflow once signs up again via a different form. The "all" trigger (rather than selecting a specific form) prevents that resignup on form B from triggering your workflow.
Photo of Meaghan

Meaghan, Champion

  • 83 Posts
  • 15 Reply Likes
Okay! I've tested my workflow under as many scenarios as I can think of and confirmed that, in fact, this workflow does what I want it to do! I'm a little befuddled by the logic, that setting the workflow to trigger on all signup forms actually prevents it from triggering on any resignups, but having seen it confirmed in practice, I'll go with it. 

Thank you for digging into this with me!