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Create & Manage Email Workflows

Published on: Fri, 20 Sep, 2024 at 11:33 AM | Updated on: Tue, 22 Apr, 2025 at 5:59 AM

Email workflows can help automate communications with your partners by sending emails to specific partner segments. You can select a workflow template that includes pre-configured segments and example email copy, or create an email workflow from scratch. Once activated, email workflows run once per hour.

This article explains how to set up and manage your email workflows in impact.com. For important tips and detailed examples specific to setting up your partner segments, refer to Partner Segments for Email Workflows Explained.

Create an email workflow

In most situations, impact.com recommends starting from a template workflow and adjusting the segment conditions to meet your needs. If no template workflows cover your use case, then you can create a custom workflow without the suggested partner segment conditions or email copy.

From the left navigation menu, select [Engage] → Partners → Automation → Workflows.
At the top-right corner of the page, select Create Workflow.
- If you don't have existing workflows, then Create Workflow is displayed in the center of the screen.

Select a workflow template to get started.

Available templates

A workflow template includes a pre-configured segment and initial copy for the content of the email. Some templates include multiple workflows that are chained, meaning that a sequence of actions will be taken based on the workflows' configuration.

Templates with multiple workflows are indicated by colored icons on the template card. If you chose a chained template, then you'll need to select Edit below the first workflow to open the workflow creation screen.

Template	Description
Automate your prospecting (Performance & Creator)	Send an email invite when you add a partner to Prospects, follow up 7 and 14 days after inviting, and auto-accept them when they sign up.
Unlock the power of top creators (Creator only)	Approve top creators and reach millions of engaged followers.
Welcome & kickstart a new partner (Performance & Creator)	Send a welcome email to newly joined partners, then help them become productive by sending follow-up emails with onboarding materials. Emails sent via this workflow can only be sent in 1 language. Caution: After you activate this workflow, ensure that your system welcome emails are turned off to avoid sending your partners duplicate emails.
Celebrate a partner's first sale (Performance only)	Congratulate partners on their first sale with a custom message.
Celebrate top-performing partners (Performance only)	Congratulate partners on achieving a milestone within a specific time frame.
Partner reactivation (Performance and evergreen Creator programs only)	Automate inactive partner re-engagement with emails at 3 specific intervals. You can adjust the intervals when you set up the workflows.

Enter a brief Workflow Name of up to 50 characters.
Enter a Description.
Set up the Partner Segment to which this workflow should apply. A segment will be pre-configured for you, and you can make adjustments as needed.
Note: The current help doc explains the basic steps you'll need to take in the impact.com UI to configure a partner segment. Refer to Partner Segments for Email Workflows Explained for complete details, best practices, and setup examples.
Edit a partner segment
Within the segment selection field, select [Edit].
Review the segment setup and make any desired changes.
Optionally, select [And] to add more conditions.
Make sure your changes don't conflict with other conditions or workflows: For example, if you want to send two emails after a prospect joins, verify that the Original Joined Date conditions follow a clear sequence (e.g., first 7 Days Ago, then 14 Days Ago) and do not overlap (e.g., avoid pairing Last 7 Days with Last 14 Days).
Select Preview Segment Partners to see which partners will be targeted by the workflow and confirm that the results meet your expectations.
Select Save at the bottom of the slideout.
Check your segment conditions carefully before saving! We recommend that you avoid making changes to a segment after your workflow has been activated.
In the Action Type section, set up the email that will be sent to your selected partners.
Set up the email
Select [Edit] to adjust the body and settings of the template email, including any sign-up instructions or dynamic content. Refer to Create a Messaging Template for additional setup help.
If you are using the Partner Reactivation template, don't remove the link—it redirects partners to a page where they can quickly and easily grab their tracking links and start promoting.
If you want this email to be saved for future re-use, then [Toggle on] Save as new messaging template and enter a messaging template Name.
Select Done at the bottom of the slideout. Alternatively, you can select Send test email. The test will be directed to the email address connected with your user account.
Select Activate Workflow or Save as draft.
- Alternatively, if you selected a template that includes multiple workflows, select Save and continue setting up the other workflows. When all workflows have been set up, select Activate Workflows to launch them.
- Activated workflows process automatically at the top of the hour.
- Draft workflows can be accessed from the main Workflows screen.

Create a custom email workflow

Important: We recommend modifying a template workflow rather than creating a custom workflow whenever possible.

From the left navigation menu, select [Engage] → Partners → Automation → Workflows.
At the top-right corner of the page, select Create Workflow.
- If you don't have existing workflows, then Create Workflow is displayed in the center of the screen.
Below Create your own, select Email workflow.
- Multiple email and application workflows can work together to engage with your partners and process their applications. To set up multiple workflows with complementary segment conditions, repeat the process above, starting on the Workflows screen.
Set up your Partner Segment.
Create a partner segment
Select Add Segment.
In the slideout, choose an existing segment from the drop-down list, or select Create new segment.
Set up the segment conditions.
At least one segment condition is needed. Refer to Partner Segments for Email Workflows Explained for complete details, best practices, and setup examples.
Select [And] to add another condition.
Select Preview Segment Partners to see which partners will be targeted by the workflow and confirm that the results meet your expectations.
Check the segment conditions carefully: If you plan to use this workflow as part of a series, make sure the partner segment conditions don't create conflicting logic with the other workflows in the series. For example, if you want to send 2 emails after a partner joins, make sure that the Original Joined Date conditions of workflow 1 and workflow 2 are chronologically sequential ( 7 Days Ago and 14 Days Ago, rather than Last 14 Days and Last 7 Days).
Select Save at the bottom of the slideout.
In the Action Type section, set up the email that will be sent to your selected partners.
Set up the email
Select Add Email to adjust the body and settings of the email, including any sign-up instructions or dynamic content. Refer to Create a Messaging Template for additional help.
If you want this email to be saved for future re-use, then [Toggle on] Save as new messaging template and enter a messaging template Name.
Select Done at the bottom of the slideout. Alternatively, you can send select Send test email. The test will be directed to the email address connected with your user account.
Select Activate Workflow or Save as draft.
- Alternatively, if you selected a template that includes multiple workflows, select Save and continue setting up the other workflows. When all workflows have been set up, select Activate Workflows to launch them.
- Activated workflows process automatically at the top of the hour.
- Draft workflows can be accessed from the main Workflows screen.

Manage an existing email workflow

You can edit, pause, or delete a workflow at any time.

From the left navigation menu, select [Engage] → Partners → Automation → Workflows.
Hover your cursor over the email workflow you want to manage.
- Select View Report to view statistics related to this workflow's opens, clicks, and bounced emails.
- Select Edit to adjust your workflow settings.
- Select [More] to access the Activate, Pause, or Delete options.

Email Workflows FAQ

Which type of contacts can receive Workflow emails?

Only partners with a Marketplace email type can receive Workflow emails. A marketplace contact is set if the partner has only one user or if the partner configures it from within their public profile.

Is there a limit to how many emails can be sent?

Yes. The partner segment is limited to 10,000 email addresses. If your segment conditions result in more than 10,000 email addresses, then no emails will be sent. Reach out to your CSM or contact support to help you troubleshoot your segment configuration.

What is the easiest way to stop emails from being sent if I make a mistake?

The best approach is to pause the Workflow as quickly as possible. If the Last Processed column is blank (or -), then processing never started and no partners were targeted. If Last Processed has a date, use the reporting option within the Workflow UI to see who already received the email.

How do I prevent Email Workflows from sending welcome messages meant for new partners to existing partners I've shifted to a new contract?

If one of your email workflows sends a welcome email to new partners, make sure that you're setting up your segment using the condition Original Joined Date is Today. It ensures that only net new partners, starting from when the workflow is enabled, will receive a welcome email.

Create an email workflow

Manage an existing email workflow

Email Workflows FAQ

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