Act-On: Common Workflow Set Up

Updated 4 months ago by Lauren Hayes Brown

The following is organized around the 4 main goals Siftrock can support. You may be inclined to skip around or prioritize based on which of these goals you care about most. Also, we're here to help, strategize, walk through, or review anything, anytime - support@siftrock.com.

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Before you start: Set-up in Your MAP

Siftrock does not require that you create any fields or lists in your MAP. That said, having some Siftrock specific fields and lists might make things easier to track.

Common static lists to create (optional):

Most Commonly Used Lists:

  • Siftrock new contacts - (This will be used in your new contact workflow)
  • Siftrock invalid contacts - (This will be used in an update contact workflow)

 Other Lists:

  • Siftrock existing contacts - OOO and vacation (this is less common - used for temporary suspend programs when contacts are out)
  • Siftrock existing contacts - human replies (This can be used in an update contact workflow to track and measure human replies)

Common fields to create (optional):

  • Siftrock Reply Date - used for measuring/tracking replies over time.
  • Siftrock Reply Type -  used for tracking different types of responses and driving automation (i.e. if Vacation, then send welcome back email).
  • Siftrock Reply Text - used for storing actual replies with contacts in your MAP, can be useful for human replies.

Common fields in your MAP to populate with Siftrock data:

  • Lead Source - When creating a new contact, we recommend populating a lead source field.
  • Email Invalid - When syncing invalid contacts, customers often set an email invalid field to "True" in tandem with workflows set up in their MAP
  • Email Invalid Cause - When syncing invalid contacts, customers often set an email invalid cause to "Siftrock" 
  • Exclude/Suspend - When syncing invalid contacts, many customers will use an existing suspend, unsubscribe, or exclusion type field.

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Goal 1: Update Existing Contacts

Why? Cleaner database = better results. 

Common Set-Up 1 - Update Invalid or Risky Contacts:

Click "New Workflow" and Select "Update Contacts"

  1. Set TYPES as Left Company, Changed, Unsubscribe, Bounce
  2. Set LIST as Siftrock invalid contacts
  3. Set FIELDS to map the fields you're using (see common field set up for updating invalid or risky contacts below). 

Common Field Set Up for Updating Invalid or Risky Contacts

  • Siftrock Field "Siftrock Reply Type" mapped to custom MAP Field "Siftrock       Reply Type"
  •  Static MAP Field "Email Invalid" set to value "True"
  •  Static MAP Field "Email Invalid Cause" set to value "Siftrock"

After set up, your workflow should look similar to this in your Siftrock account:

Common Set-Up 2 - Mark Contacts for a Temporary Suspend:

Create New Workflow and Select "Update Contacts"

  1. Set TYPES as Out of Office and Vacation
  2. Set LIST as  Siftrock existing contact - OOO and Vacation
  3. Set FIELDS to map the fields you're using (see common field set up for marking contacts for a temporary suspend below.)

Common Field Set Up For Marking Contacts for A Temporary Suspend

  • Siftrock Field "Siftrock Reply Type" mapped to custom MAP Field "Siftrock Reply Type"
  •  Siftrock Field "Date of the Reply" mapped to custom MAP Field "Siftrock   Reply Date"
  •  Static MAP Field "Suspend" set to value "True"

After set up, your workflow should look similar to this in your account:

In plain English, your workflows are handling these scenarios:

  • Ken has Left his Company. Update his contact record so you can exclude from future campaigns.
  • Len's email is invalid and returned a Bounce. Update his contact record to exclude from future campaigns.
  • Gwen is on Out of Office until next week. Add her reply date to pause or temporarily suspend email while she's away.
  • Sven replied to asking to be Unsubscribed. He ignored the link in your footer and instead replies. Update his contact record to exclude from future campaigns.


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Goal 2:  Add New Contacts

Why? More contacts per account = more pipeline. 

Common Set-Up:

Click "New Workflow" and Select "Create Contacts"

  1. Set TYPES as OOO, Vacation, Human, Left Company, Changed
  2. Set LIST as Siftrock new contacts
  3. Set FIELDS to map Siftrock values to your desired MAP fields (see common field set up for adding new contacts below). 

Common Field Set Up for Adding New Contacts 

  • Siftrock Field "Siftrock Reply Type" mapped to custom MAP Field "Siftrock Reply Type"
  •  Siftrock Field "Date of the Reply" mapped to custom MAP Field "Siftrock    Reply Date"
  •  Static MAP Field "Lead Source" set to value "Siftrock"
  • Sender Fields to Map: Company Name, Company Size, Address, Website

After set up, your workflow should look similar to this in your account:

In plain English, your workflows are handling these scenarios:

  • Jen is on Out of Office or on Vacation and referred you to Sven while she's out. Create a new contact record for Sven in your database with the same company/account info.
  • Glen has Left his Company and been replaced by Ben. Create a new contact record for Ben with the same company/account info.
  • Gwen got married and Changed her email addresses. Create a new contact record with her updated email.

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Goal 3: Track & Measure Human Reply Rates

Why? Replies = engagement. Tracking can help optimize.

Common Set-Up:

Click "New Workflow" and Select "Update Contacts"

  1. Set TYPE as Human
  2. Set LIST as Siftrock existing contact - human replies
  3. Set FIELDS to map Siftrock data to the fields you're using (see common field set up below)

Common Field Set Up for Tracking and Measuring Human Reply Rates

  • Siftrock Field "Date of the Reply" mapped to custom MAP Field "Siftrock         Reply Date"
  • Siftrock Field "Text of the Reply" mapped to custom MAP Field "Siftrock           Reply Text"

After set up, your workflow should look similar to this in your account:

In plain English, your workflows are handling these scenarios:

  • Jen replies to one of your marketing campaigns. You want to measure this reply as a signal of engagement. You want to look at how many replies you get across your audience, over time, and by campaign. 
  • You only want to measure the true human responses, rather than counting an auto-reply as success.
  • You may also want to review the text of these human replies to understand what kinds of asks or responses your campaigns are generating.

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Goal 4: Route Human Replies to Your Team

Why? When people reply, engaging quickly creates a positive experience.

Alter workflows allow a lot of flexibility, if you have complex business rules in this area, we have a more detailed guide about routing workflows here. We are also available to help you with this process anytime - support@siftrock.com. 

Common Set-up
:

Click "New Workflow" and Select "Route Emails"

  1. Set TYPE as Human (some customers also choose to route Unsubscribe emails)
  2. Set RECIPIENT as person or list of people to receive the emails
  3. OPTIONAL Set FILTERS to determine which emails should be routed to this recipient or group. In most cases, you would be using the marketing email address as your filter to segment replies. For example webinars@ will go to Mary Marketer, events@ will go to Fred Field and sales@ will go to Sally Seller.

If you have different logical about who should receive replies, then you will create multiple Alert workflows with different recipients and different filters.

After set up, your workflow should look similar to this in your account:

Plain English Summary of Use Cases:

  • Jen replies to one of your webinar emails with a question. You want Jen's message routed to the person who owns webinars so they can engage.
  • Ken replies to one of product emails requesting a demo. You want Ken's message routed to the sales team so they can engage.
  • Gwen replies to an email you sent on behalf of a specific sales rep. You want that reply routed back to the sales rep to engage.


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