How to Create Automation
About Marketing Automation
Using the Vine Marketing Automation tool you can automate all the typical e-marketing steps, such as:
- Tracking lead activity of your web site visitors. You can automatically log such typical actions as visiting web site pages, using web forms, downloading documents, or registering for events.
- Analyzing activity. In real time, your triggers can monitor various lead parameters and activate automation sequences based on those. For example, your triggers can activate when a lead score becomes higher (or smaller) than a certain number. Or they can activate on specific actions, such as visiting a certain web page or registering for an event.
- Running automated workflows. You can create quite elaborate automation workflows with multiple routes which can convert raised sales leads into customers. You can find a few examples of automation workflows here.
How to Create an Automation
- Please go to the Automations page by clicking Automations in the left menu.
- Click to create a new rule.
- To create a new rule from scratch, select Empty automation rule and then enter a name for your rule:
- Click Create. The Automation Rule Settings dialog will appear for your new rule.
- For a new empty rule with no actions you cannot select Enabled as there is nothing yet to enable.
- Select a Primary object type for your rule. The primary object type is the object type that will be triggering your rule. For example, we will create a rule which will trigger when someone (a person) is subscribed(added) to the Newsletter subscription list. Since a person object will trigger our rule let's select Person as our Primary object type.
Please note that you won't be able to change that later when you add some triggers and/or actions.
- Select an automation type from the Type list to categorize your automation. This will not affect how your automation acts, but can make it visible or not in specific tools and places in Vine MA and Vine CRM. Let's select Form rules as we want to be able to start this automation from a web form.
- Leave the default setting One: do not start new one if one is running already for How many automations to run for one object at the same time. (For example, this can prevent triggering the rule multiple times if a form is constructed so that the user can click Submit several times. But normally a form should show some text after Submit clicked or redirect to another web page.)
- Click Save when you have finished editing your rule.
(The rule will be assigned an ID which might be needed, for example, when using custom web forms.)
Adding Subscribe Trigger
- Click next to Add at least one trigger to create a trigger.
- In the Create Trigger dialog, select Subscribed to create a trigger that will be activated when someone subscribes for a newsletter (for example using the Newsletter Subscription web form you have created).
- In the Subscribed dialog, select a subscription list which will trigger the rule when a new person added to the list.
Adding Send Email Automation Action
- Click below the Subscribed trigger to add an activity to your workflow. Please refer to the Creating Activities section for detailed information about how to create activities.
- In the Create Activity dialog, select Send Text Email. Using this action we will be able to send plain text emails to subscribed persons. ( To send an email designed in the Emails tool you will need the Send Email action.)
- The target object of the action will be shown in the Do this action to field. In this case there will be only one option "Triggering Object - Person". This means that the email will be sent to the lead who subscribed to the newsletter and triggered this rule.
- Select Email from the Event Type list. (This type is important if you use Vine CRM.)
- Do not select Send even if person has forbidden marketing. This should be selected only in rare cases when you need to send an email to persons who explicitly asked you to not send e-marketing messages to them.
- Set the "From" address for emails sent by this automation action using the From address field. If you do not want recipients to reply to this email then the name should clearly indicate that. For example, like "DoNotReply@acme.test"
Enter the email subject and the body of the message.
In the subject and body you can enter placeholders for object fields. Place the cursor where you want a placeholder to be located, click next to the edited field and select a field from the list that will appear.
- Click OK in the Send Text Email dialog to store your email and its settings.
- Now click Save for the whole automation rule.
Using Object Fields in Emails
To create email content you need to enter its subject and message body. In subject and message you can refer to recipient's fields and, if a web form starts an automation, then you can also refer to web form fields. In our sample, the Subscription form triggers an automation so we can refer to the web form fields as well.
This email will be sent right after someone subscribes to your newsletter, so the email can be used to confirm the subscription and send any additional information to the subscriber.
For this email we will use the following subject line "Thank you for subscribing!".
Let's start our email message with personal greeting. For this we can use the firstname and last name of the person that triggered the email. Place the cursor right after "Hi " and then click next to the Message field and then select "First Name" under "Triggering Object-Person":
You will get the person FIRSTNAME field added:
After that enter any text you like. Please note that to get access to some extra fields you need to use the []-notation.
You can test your automation now.