Customizing the timing of workflow actions is essential for effective communication. This tutorial will guide you through setting up timeframes, or "windows," to tailor your workflow actions using delivery windows.
You can establish a default setting for the entire workflow or utilize wait steps to customize specific actions.
Method 1: Using Default Settings to Customize Workflow Delivery Windows
Access the Workflow Builder.
Click on Settings.
Under "Time Window," select either:
Any Time: This allows messages to be sent at any time on any day.
Specific Time: This restricts message delivery to designated time frames (e.g., Monday to Friday, 8 am to 5 pm).
For example, to allow messages only on Saturdays and Sundays between 8 am and 12 pm, ensure those days are highlighted in blue, indicating they are available for sending.
Method 2: Using Workflow Actions for Specific Timing
In some scenarios, you may want to implement precise delivery windows. For instance, if you wish to send an email on the 5th of the month but avoid weekends, follow these steps:
Create an "If/Else" Workflow condition action and select the Date Time condition.
Set the conditions as follows:
Current day of the month equals the 5th
The day of the week is not Sunday.
Save your changes. The contact will then proceed along the YES or NO path based on the conditions.
If the contact goes down the NO path, it indicates it is Sunday. In this case, set up a wait action for one day, so the action occurs the following Monday.
If the lead goes down the YES path (meaning it is not Sunday), there’s still the possibility it could be Saturday. To address this, set up another "If/Else" action with the condition for "Current day of the week" > "is not" > "Saturday."
If this condition is met (not Saturday), the contact follows the YES path, allowing you to add your email action or any other relevant actions.
If it is Saturday (NO path), add a wait step for two days (to reach Monday), followed by your email action or other actions.
You can also set the Wait step to skip a larger sequence of steps in time-sensitive workflows, allowing you to bypass specific steps later in the workflow instead of simply moving to the next one. Additionally, the Wait step can be programmed to trigger at an exact time.
Use Cases
Email Campaigns with Specific Timing Needs: A company may want to send promotional emails on the 5th of each month but refrain from sending them on weekends. They can use "If/Else" conditions to ensure emails are dispatched the following Monday if the 5th falls on a weekend, while still allowing for delivery on weekdays.
Appointment Reminders for Business Hours: A service-based business may wish to send appointment reminders solely during business hours (e.g., Monday to Friday, 9 am to 6 pm). By setting a specific time window in the default settings, they can ensure reminders are sent only during these hours, avoiding messages outside of business times.
Event Notifications Based on User Location: An event management platform might send notifications about upcoming events. To guarantee that users receive notifications at appropriate times, they can set up workflow conditions that trigger reminders only if the event occurs during the user’s local business hours, taking into account time zone differences and local working days.
FAQ
How can I set a default time window for my workflow?
Navigate to the Workflow Builder, click into Settings, and under "Time Window," choose "Any Time" for unrestricted sending or "Specific Time" to define specific windows for sending messages.
How do I set up a workflow to avoid sending messages on weekends?
Use an "If/Else" Workflow condition with a Date Time condition to check if the current day is a weekend. Implement a wait action to delay sending until the following Monday if the condition is met.
Can I customize timing for specific actions within a workflow?
Yes, utilize "If/Else" Workflow conditions to specify timing for individual actions. For instance, set conditions to manage messages differently based on the day of the week.
What should I do if I need to skip steps in a time-sensitive workflow?
Use the Wait step to bypass a sequence of steps or trigger at an exact time to ensure actions occur according to your timing requirements.