I need the proper workflow āformulaā to send a new lead a welcome email. A continued ācascadeā of emails would then follow (e.g. week #2 another email, week #3 another email). New leads are being added every day, so this workflow needs to be automatic and checking for new leads all the time.
Hi Jeffrey,
You can use the Workflow Module to give you this functionality but you would need to create separate workflows for each time period. Within your condition line you would compare āDate Createdā to be āLess Than or Equal Toā a āDateā then use the formal Now - X Days. For the welcome email you can just use Now.
Remember if you are running workflows on āAll Recordsā it will run for every record in the Leads module. If you choose āNewā it will only run for new records from the creation of the workflow.
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So I still canāt get this to work properly.
I did a test using the āTaskā function into a workflow. The idea being that if I create a task for myself, and assign a due date and time, that I would get an email sent with a reminder an hour before it was due. To validate that this works correctly, I added a custom date field called āworkflow date-time stampā to the āTaskā module. If it runs correctly, then the custom field would get a date-time stamp an hour before it was due. I created a workflow with the following Conditions and Actions:
CONDITIONS
Module: Tasks
Field: Due Date
Operator: Less Than or Equal To
Type: Date
Value: Now -1 Hours
ACTIONS
Select Action: Modify Record
Record Type: Tasks
Field: Workflow Date-Time Stamp (custom field) with Date Now
So what do I have wrong in this workflow equation?
You probably want the Condition to be Due Date less than or equal to Now plus 1 Hours.
If you want a complete pre-made solutionā¦ what youāre seeking is called āDrip Marketing Campaignsā
Maybe one day, an upgraded/simplified Campaigns module will provide the essentials of drip marketing inside Suiteā¦
Marketing automation service providers offer monthly subscription plans which perform Drip Marketing Campaigns. AWeber, Mailchimp, Infusionsoft, Pardot, Inbox25, Constant Contact.
You can buy prebuilt drip email marketing automation modules on SugarOutfitters for running drip email campaigns from SuiteCRM.
MyCRM Drip Email Campaigns module, Process Manager by SierraCRM, and SugarChimp module, with 30 day trialsā¦ !
Links provided for convenienceā¦ Not affiliated with any of the above companiesā¦
https://www.sugaroutfitters.com/addons/drip-email-campaigns-module
https://www.sugaroutfitters.com/addons/drip-email-campaigns-module
https://www.sugaroutfitters.com/addons/process-manager-enterprise
I made that change to the āCondition: Due Dateā and it still hasnāt worked. When I look at the workflow process audit is shows that this workflow hasnāt run for a couple months. I have the correct line in the crontab file so Schedulers will run (as they ran once beforeā¦ thus the couple months ago showing in the process audit) and Iāve also did a flush of the cache by performing a āAdmin > System > Repair > Quick Repair and Rebuildā in hopes that it would help to get this running as well.
Workflow sounds like one of the most powerful components in the SuiteCRM familyā¦ yet the logic doesnāt seem so logical. Is there some documentation somewhere with simple ārecipesā on the settings, conditions, and actions to make this work? Iāve outlined my conditions and actions but this simple test to update a field with a time-stamp an hour before the due date still doesnāt work. Where do I go from here?
Jeffrey,
Here is the documentation on Advanced Open Workflowā¦
https://suitecrm.com/wiki/index.php/Userguides#Advanced_OpenWorkflow
Check out the AOW AOP forum for Workflow helpā¦ others maybe posted your question there, or know exactly how to do what youāre trying to doā¦ timed drip emailsā¦
https://suitecrm.com/forum/advanced-opensales-workflow-portal-support
First thing to fix is your Scheduler, which is based on a cron job. Without Scheduler running regularly, like every minute or two, none of your Workflows will run !!.
Thank you for the reply and links. Iāve been to those forums before and find that the AOW User Guide has some good information.
Iām still hoping for a simple answer to my question. Iāve posted my conditions and actions and the workflow isnāt working. What do I have wrong?
CONDITIONS
Module: Tasks
Field: Due Date
Operator: Less Than or Equal To
Type: Date
Value: Now -1 Hours
ACTIONS
Select Action: Modify Record
Record Type: Tasks
Field: Workflow Date-Time Stamp (custom field) with Date Now
Jeffrey,
First you absolutely MUST have Scheduler running your āRun AOW Workflowā job.
Click Admin Scheduler Run AOW Workflow,
Have a look there for the āLast Successful Runā
it should be 0-2 minutes before āright nowā.
If not, you will have to fix that before proceeding.
I made a workflow matching your conditions (except I put āSend Emailā for the Action because I didnāt want to make the āWorkflow Date TIme Stampā custom fields that you have.
Your intention is to perform an action when the Current Date and Time is 1 hour or less, before the Task Due Date and Time ?
I modified the math equation in the Conditions, to make it reflect this intentionā¦
The workflow runs as it shouldā¦ it transmitted me an emailā¦ when the current time is within one hour before the due date and time.
Iāve confirmed that Scheduler is running. I used my same Workflow but just changed the operator to āLess Thanā and it ran right away; and placed a date-time stamp into my custom field with the same date-time of right then.
So I reset my due date in my Task for today at 5pm, and used the outlined Conditions you gave:
Module: Tasks
Field: Due Date
Operator: Less than or equal to
Type: Date
Value: Now +1 Hours.
And then saved my Workflow. I did all of this before 4pmā¦ so that when 4pm came it would then save the current date-time stamp an hour before the due date and time (today at 5pm). Nothing happened. 4pm came and went and no stamp was saved.
Any ideas as to why this isnāt working?
Possibly because the AOW workflow engine is set by default to ārememberā when it already ran a workflow action on an item,so it doesnāt run the same action again (and againā¦ and againā¦) on that same item.
So you donāt get 60 emails in your inbox, one every minute, for the entire hour , when your workflow is supposed to send an email when youāre within an hour before a due date/time.
OK, so how do I clear the AOW Workflow to run again? Prior to updating both the Task and the Workflow, I did a flush of the cache by performing a āAdmin > System > Repair > Quick Repair and Rebuildā.
Itās not related to rebuild / repair / fixing stuff that broke because of changes in the underlying code of the system, permissions, or menu layout etc.
AOW actually keeps an audit of all workflows that have fired on all records so that it doesnāt re-fire the same workflow action on the same record again and again.
You could make a new record, (since itās new, AOW workflow has never fired any action on it for your condition), set the time 1 hour and a few minutes from now, and wait til it fires.
When looking at the āSchedulers > Run AOW WorkFlowā the Job Log says āJob Status = runningā ā¦ shouldnāt this be saying ādoneā and then have todayās date and time-stamp increment every minute?
Right. Job status should say ādoneā and āexecute timeā and ādate modifiedā the time it ran. Thereād be a new record every minute or every five minutes, however often you have it set to run.
If not, then itās likely not running, check your cron job is correct, and that your server is really running the suite cron job every minute.