Automation: Custom Workflow

InsuredMine — Sun, 05 Feb 2023 07:38:03 +0000

In this article, you will learn:

Custom workflow automation enables you to create workflows for triggering campaigns or discount offers on particular occasions. This workflow can be established for the following:

Birthday

Instead of a regular birthday campaign workflow, a customized campaign with special product offers can be sent to the contacts on their birthday.

Setting Custom Birthday Workflow Automation

Go to the Engagement module and click on Create in the Workflow Automation segment. On the page that appears, click Custom Workflow Automation.
Choose the workflow type as Birthday from the drop-down in Select workflow type.
Select the target contact list in the “Select a list” segment as shown in the image below, to choose from the options for All, Active clients, Inactive clients and Prospects. This campaign can be triggered on the birthday of the client referred here as the same day.

4. Click Begin and on the popup window that appears, enter the email subject and the sender email id. Click next.
5. Select the email template, once chosen, the template editor window opens. Make the necessary changes and click next.
6. A review of the workflow stages is now available. Information on all the options selected can be found and edited by pressing the back button. After confirming all details click create.
The workflow is now set to trigger every day! If the contact’s birthday is after 15 days, the email will be automatically sent to him on the birthday. You need not manually send an email to the clients for their birthday now.

Expiration

When a policy is about to expire, an additional customized workflow can be built around it to leverage its marketing matrics. For example, you can place 30 days prior renewal offer before the expiration date and keep the client engaged. Note: This workflow is triggered for active clients only as they’re the subscribers of existing policy.

To customize the expiration workflow, follow these steps

Go to the Engagement module and click on Create in the Workflow Automation segment. On the page that appears, click Custom Workflow Automation.
Select the workflow type as Expiration.
Opt for sending an email, text message or both in “Select the mode to send the workflow”
Select various policy categories to include in the workflow.
Include policy carrier.
Type number of days under “Trigger workflow when the following conditions are met” segment and click Begin. Note: This workflow can only be triggered prior to the expiration so there is just Before category in *when. Also, carefully contemplate the number of before days as the subsequent stages can only be set in decreasing order of days.

6. Create an email or text notification template, choose from number and email id. Select notification mode as Email or Sms. Note: Both cannot be selected at once. You can set 2 stages one for email and another for text to be sent out on the same days by typing the same number in before days.
7. Choose template, add subject, signature, tags and add campaign stages for sending text messages or email to the workflow. Then click next.

8. Confirm all details in the review your workflow and click create. In case you wish to make changes click on the Back button and make edits.

New clients

Customized workflow for new clients can also be created on similar lines. You can create a Select the workflow type as New client in the custom automation segment. Note: This can be triggered for active clients only after they subscribe to a policy. You will receive an immediate notification on the data refresh of the user list in case the trigger date is set before 3 days enabling you to edit or pause the process for particular users. If the trigger is set after 3 days you would get notification 3 days prior to date set. For instance if the trigger is set for 10 days, you will receive the user list notification on the 7th day.

To customize the workflow for a new client, follow the steps below:

Type workflow name, select New client in workflow type, choose the mode to send workflow and add number of days after which the workflow automation will be triggered for the new client. Click Begin.
Create the stages adding appropriate information and templates. Note: The after stages can be set on the increasing order of the number of days mentioned in the first trigger. If the first trigger is set on the 10th day, the stage 2 trigger will go on the 11th or 15th day, not on the 9th day. Click Next to review the workflow and hit the Create button.

Client Since: Client since referrers to the existing client. Policy referral, thank you and client pulse can be customized for the client since. A specific set of policy category clients can be targeted for cross sell or any other marketing opportunity. Note: Trigger dates can be set for subsequent stages in the increasing order.

To customize client since following the steps below:

1. The initial steps are the same, type workflow name, select type as client since, choose modes of correspondence. Enter a number of days, keeping in view, the increasing order of days for subsequent stages. Click Begin
2. Select the from email id and /or phone number of the sender. Choose templates, add tags, number of days in each stage in the increasing order. Click next to review the workflow and click Create.

Note: Customized workflow can be created for same clients multiple times, unlike the birthday, Client turning 65 and other workflows.

Enhancement: March 2021

X-date trigger in Custom Workflow

X-date automation can create opportunities to grow new business. Now you can create customized automation for x-dates too.

To Set Custom Workflow Automation for X-dates:

Go to the Engagement module and click on Create in the Workflow Automation segment. On the page that appears, click Custom Workflow Automation.
Choose the workflow type as X-dates from the drop-down in Select workflow type.
Select the mode to send the workflow-Email, Text Message(SMS), Postcard/Letter/Notecard(Thanks.io), Task, Reminder or Voicemail Drop
Select the target contact list in the “Select a list” segment as shown in the image below, to choose from the options for All, Active clients, Inactive clients and Prospects.
Select the trigger conditions- when to send- before or after how many days.
Click Begin and on the popup window that appears, enter the when to send, email subject, the sender email id and signature.
Select the email template, once chosen, the template editor window opens. Make the necessary changes and click next.
A review of the workflow stages is now available. Information on all the options selected can be found and edited by pressing the back button. After confirming all details click start.
The workflow is now set to trigger!

Enhancement: September 2021

Effective Date Trigger

A new trigger is added to custom workflow automation. The purpose of this trigger is if one needs to send any communication to the client based on the policy effective date, he/she can just use this trigger.

To view the enhancement:

Navigate to Engagements
Click on create under Automation

Click on Get Started button beside Custom Automation

In select workflow type, choose Policy Effective Date.

Select the mode to send the workflow: Email, Text, Task, and Reminder
Select a contact type. You can further create a more specific client list by using filters.
Include the policy categories and carrier, only for those the workflow will get triggered
Select after how many days the automation needs to trigger.
Once done you can either save it as a draft or click to begin to create the workflow.

Create the stages, select the template, and fill in the details.
Click on the next button to review the workflow

Click on Start

If you return to the Automation section you can find the Custom policy Renewal workflow based on the effective date. You can track the workflow, edit or delete.

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