TutorialsSetting Up Automated Workflows

Setting Up Automated Workflows

Learn how to build automated marketing workflows that run on autopilot. Save time, increase revenue, and engage customers with perfectly timed, behavior-triggered campaigns.

Prerequisites

Before you begin, make sure you have:

  • ✅ Your WooCommerce store connected to Growffinity
  • ✅ Customer data synced
  • ✅ At least one customer segment created (optional but helpful)
  • ✅ Basic understanding of campaigns
  • ✅ A workflow goal or use case in mind

Time Required: 20-30 minutes for first workflow

What Are Workflows?

Workflows are automated sequences of actions triggered by customer behavior or events. Unlike one-time campaigns, workflows run continuously in the background.

Why Use Workflows?

Save Time:

  • Set up once, runs forever
  • No manual campaign sending
  • Automatic customer targeting

Increase Revenue:

  • Recover abandoned carts
  • Nurture first-time buyers
  • Win back lapsed customers
  • Upsell and cross-sell automatically

Better Customer Experience:

  • Timely, relevant messages
  • Personalized based on behavior
  • Consistent engagement

Common Workflow Examples:

  1. Welcome Series: Greet new subscribers with 3-5 emails
  2. Abandoned Cart: Remind customers about items left behind
  3. Post-Purchase: Thank customers, request reviews, suggest related products
  4. Win-Back: Re-engage customers who haven’t purchased in 60+ days
  5. Birthday Rewards: Send birthday discounts automatically
  6. Product Replenishment: Remind customers to reorder consumables
  7. VIP Upgrade: Move high-value customers to VIP status

Workflow Components

Every workflow has three main parts:

1. Trigger

What starts the workflow?

  • Customer subscribes to email list
  • Makes a purchase
  • Abandons cart
  • Joins a segment
  • Reaches a date/anniversary

2. Conditions (Optional)

Who should enter this workflow?

  • Only if customer spent > $100
  • Only if first-time buyer
  • Only if from specific product category
  • Only if in certain location

3. Actions

What happens next?

  • Send email
  • Send SMS
  • Wait X days
  • Add/remove from segment
  • Add tag
  • Create task for team

4. Delays

When should actions happen?

  • Immediately
  • After 1 hour
  • After 3 days
  • Wait until specific time

Step 1: Access Workflows

  1. Log in to your Growffinity dashboard
  2. Click Workflows in the left sidebar
  3. You’ll see existing workflows and templates
  4. Click Create New Workflow (top right)

Result: The workflow builder opens.

Step 2: Choose a Starting Point

You have two options:

Option A: Start from Template (Recommended for Beginners)

Growffinity provides pre-built workflow templates:

  1. Browse available templates
  2. Common templates:
    • Welcome Series (3 emails)
    • Abandoned Cart Recovery
    • Post-Purchase Follow-up
    • Win-Back Campaign
    • Product Review Request
  3. Click Use This Template
  4. Customize to fit your needs

Benefits: Save time, proven structure, best practices built-in

Option B: Start from Scratch

  1. Click Start from Scratch
  2. You’ll see a blank canvas
  3. Build your workflow step-by-step

For this tutorial: Let’s build an Abandoned Cart Recovery workflow from scratch.

Step 3: Name Your Workflow

Give your workflow a descriptive name:

  • Example: “Abandoned Cart Recovery - 3 Email Series”
  • Example: “Welcome Series - New Subscribers”
  • Example: “Win-Back - 90 Days Inactive”

Also add:

  • Description: Brief note about purpose
  • Status: Active or Draft (start with Draft while building)

Step 4: Set Your Trigger

Choose what event starts this workflow:

For Abandoned Cart Workflow:

  1. Click Set Trigger
  2. Select trigger type: Cart Abandonment
  3. Configure trigger settings:
    • Minimum cart value: $10 (avoid low-value carts)
    • Exclude if purchased: Yes (don’t email if they bought)
    • Trigger delay: 1 hour (wait before first email)

Other Common Triggers:

New Subscriber

  • Trigger: Customer subscribes to email list
  • Use case: Welcome series

Order Placed

  • Trigger: Customer completes purchase
  • Use case: Post-purchase series, review requests

Customer Joins Segment

  • Trigger: Customer enters specific segment
  • Use case: VIP welcome, lapsed customer win-back

Date-Based

  • Trigger: Customer birthday, anniversary, or custom date
  • Use case: Birthday discounts, renewal reminders

Product Purchased

  • Trigger: Specific product bought
  • Use case: Product-specific education, replenishment

Step 5: Add Conditions (Optional)

Filter who enters the workflow:

For Abandoned Cart:

  1. Click Add Condition
  2. Select condition type
  3. Example conditions:
    • Cart value > $50: Only target valuable carts
    • First-time visitor: Different message for new vs returning
    • Not purchased in last 30 days: Focus on lapsed customers
    • Location = US: Geographic targeting

Pro tip: Start without conditions, add them later if needed to refine targeting.

Step 6: Build Your Workflow Sequence

Now create the series of actions. For abandoned cart, we’ll send 3 emails over 7 days:

Email #1: Gentle Reminder (1 hour after abandonment)

  1. Click Add Action → Send Email
  2. Delay: 1 hour after trigger
  3. Email details:
    • Subject: “You left something behind…”
    • Preview: “Your items are waiting for you”
    • Content: 
      Hi {{first_name}},

We noticed you left some items in your cart. No worries - we saved them for you!

[Display abandoned cart items with images]

Ready to complete your purchase?

[Complete Your Order Button]

Questions? We're here to help!

Goal: Friendly reminder, no pressure

Email #2: Add Incentive (24 hours after Email #1)

  1. Click + below Email #1
  2. Select Wait → 24 hours
  3. Click + again
  4. Select Add Condition: Check if not purchased yet
  5. Click + again
  6. Select Send Email
  7. Email details:
    • Subject: “{{first_name}}, here’s 10% off to complete your order”
    • Preview: “Complete your purchase and save”
    • Content: 
      Hi {{first_name}},

Still thinking about the items in your cart?

We'd like to help you out with 10% off your order. Use code: CART10

[Display cart items]

[Claim 10% Off Button]

This offer expires in 48 hours!

Goal: Provide incentive to convert

Email #3: Last Chance (3 days after Email #2)

  1. Add another Wait → 3 days
  2. Add Condition: Check if not purchased yet
  3. Add Send Email
  4. Email details:
    • Subject: “Last chance: Your cart expires soon”
    • Preview: “Your items won’t be reserved much longer”
    • Content: 
      Hi {{first_name}},

This is your last reminder about the items in your cart.

Your 10% discount is still active (code: CART10), but these items won't be reserved much longer.

[Display cart items]

[Complete Your Order Button]

Thanks for considering us!

Goal: Create urgency, final opportunity

Step 7: Add Exit Conditions

Define when customers should leave the workflow:

Common Exit Conditions:

  1. Click Workflow Settings → Exit Rules
  2. Add exit conditions:
    • Completes purchase: Exit immediately (don’t send more cart emails if they bought)
    • Unsubscribes: Exit immediately (respect preferences)
    • Clicks unsubscribe: Exit immediately

For Abandoned Cart:

  • Exit if customer completes purchase
  • Exit if customer abandons again (re-trigger workflow)

Step 8: Configure Workflow Settings

Fine-tune how your workflow behaves:

Re-entry Settings:

Can customers re-enter this workflow?

  • Yes, unlimited: Customer can trigger multiple times
    • Best for: Abandoned cart, product recommendations
  • Yes, after X days: Prevent too-frequent triggering
    • Example: Only re-enter after 30 days
    • Best for: Win-back campaigns
  • No, only once: One-time only
    • Best for: Welcome series, one-time offers

For Abandoned Cart: Yes, unlimited (they might abandon multiple times)

Send Time Optimization:

Choose when emails are sent:

  • Send immediately: As soon as delay period ends
  • Send at optimal time: AI picks best time based on customer behavior
  • Send at specific time: Always send at 10am customer’s local time

Recommendation: Use “optimal time” for best engagement

Workflow Priority:

If customer qualifies for multiple workflows:

  • High priority: This workflow takes precedence
  • Normal priority: Standard
  • Low priority: Send after other workflows

Step 9: Test Your Workflow

Before activating, test thoroughly:

1. Visual Review

  1. Look at the workflow diagram
  2. Verify the sequence makes sense:
    • Trigger → Action → Wait → Condition → Action
  3. Check for logical errors:
    • Are waits appropriate?
    • Do conditions make sense?
    • Are exit rules set?

2. Test Mode

  1. Click Test Workflow
  2. Enter test customer email (your email)
  3. Trigger the workflow manually
  4. Check that:
    • Emails arrive at expected times
    • Content displays correctly
    • Personalization works
    • Links are functional
    • Unsubscribe works

3. Review Email Content

For each email in the workflow:

  • Subject line compelling
  • Personalization tags work
  • Images load properly
  • CTAs are clear
  • Mobile-friendly
  • Unsubscribe link present

Step 10: Activate Your Workflow

Once testing is complete:

  1. Click Activate Workflow
  2. Confirm you want to activate
  3. Workflow status changes to “Active”
  4. Monitor initial performance

What happens next:

  • Workflow runs automatically
  • Customers are enrolled when they trigger it
  • Actions execute according to your schedule
  • You receive notifications of activity (optional)

Step 11: Monitor Performance

Track how your workflow performs over time:

Workflow Analytics

Navigate to Workflows → Click your workflow → Analytics

Overview Metrics:

Enrollment:

  • Total enrolled: How many customers entered
  • Currently active: How many are in progress
  • Completed: Finished entire workflow
  • Exited early: Left before completion (usually purchased)

Engagement:

  • Email open rate: % who opened emails
  • Click rate: % who clicked links
  • Conversion rate: % who completed goal (purchased)

Revenue:

  • Total revenue: Sales attributed to workflow
  • Average order value: AOV from workflow conversions
  • ROI: Return on investment

Email-by-Email Performance:

See how each email in the sequence performs:

Email #1:

  • Sent: 1,000
  • Opened: 450 (45% open rate)
  • Clicked: 120 (12% click rate)
  • Converted: 80 (8% conversion)

Email #2:

  • Sent: 850 (150 purchased after Email #1)
  • Opened: 340 (40% open rate)
  • Clicked: 136 (16% click rate)
  • Converted: 110 (13% conversion)

Email #3:

  • Sent: 680 (170 more purchased)
  • Opened: 204 (30% open rate)
  • Clicked: 82 (12% click rate)
  • Converted: 45 (7% conversion)

Total conversion: 235 sales from 1,000 abandoned carts (23.5% recovery rate)

Step 12: Optimize Over Time

Use performance data to improve results:

A/B Testing Workflows

Create variations to test:

  1. Duplicate workflow
  2. Change one variable:
    • Email timing (1hr vs 2hr vs 4hr for first email)
    • Discount amount (10% vs 15% vs 20%)
    • Number of emails (2 vs 3 vs 4)
    • Subject lines
    • Email content/tone
  3. Split traffic: 50% to each version
  4. Run for 2-4 weeks
  5. Analyze results
  6. Keep winner

What to Test:

Timing:

  • When should first email send? (1hr, 4hr, 24hr)
  • How long between emails? (1 day, 3 days, 1 week)
  • What time of day? (morning, afternoon, evening)

Incentives:

  • Discount percentage (0%, 10%, 15%, 20%)
  • Free shipping vs discount
  • Tiered discounts (more in later emails)
  • Time-limited vs ongoing

Content:

  • Tone (friendly, urgent, casual, professional)
  • Length (short, detailed)
  • Images (product photos, lifestyle, none)
  • Social proof (reviews, testimonials)

Sequence:

  • 2 emails vs 3 emails vs 4 emails
  • Add SMS to email sequence
  • Different cadence

Common Workflow Examples

1. Welcome Series

Trigger: Customer subscribes to email list

Sequence:

  1. Immediately: Welcome email + discount code
  2. Day 2: Brand story + bestsellers
  3. Day 4: Customer testimonials + social proof
  4. Day 7: Last chance to use discount

Goal: Convert subscriber to customer

2. Post-Purchase Thank You

Trigger: Customer completes first purchase

Sequence:

  1. Immediately: Thank you + order confirmation
  2. Day 3: How to use product / tips
  3. Day 7: Request review
  4. Day 14: Related product recommendations

Goal: Build relationship, encourage repeat purchase

3. Win-Back Campaign

Trigger: Customer joins “Lapsed 90 Days” segment

Sequence:

  1. Immediately: “We miss you” + 15% off
  2. Day 7: What’s new since they left
  3. Day 14: Last chance to use discount
  4. Exit if no purchase: Move to “Inactive” list

Goal: Re-engage dormant customers

4. Birthday Campaign

Trigger: Customer’s birthday (30 days before)

Sequence:

  1. 30 days before: Birthday month announcement
  2. On birthday: Birthday discount code (valid 14 days)
  3. 7 days before expiry: Reminder to use code
  4. Day after expiry: Thanks + join loyalty program

Goal: Celebrate customer, drive birthday purchase

5. Product Replenishment

Trigger: Customer purchased consumable product 60 days ago

Sequence:

  1. Day 60: “Time to reorder?” + product reminder
  2. Day 67: Convenience of subscription option
  3. Day 74: Last chance + small discount

Goal: Convert to repeat purchase or subscription

6. Cross-Sell Workflow

Trigger: Customer purchased Product A

Sequence:

  1. Day 3: Thanks for Product A purchase
  2. Day 7: Did you know Product B pairs perfectly?
  3. Day 14: Bundle offer: A + B together save 20%

Goal: Increase customer lifetime value

7. Review Request Series

Trigger: Order delivered (shipped + 5 days)

Sequence:

  1. Day 5 after delivery: “How’s your product?”
  2. Day 12: Request review (with incentive for completing)
  3. Day 19: Last request + thank you

Goal: Generate reviews and testimonials

Workflow Best Practices

Do’s:

✅ Start simple - Begin with 2-3 email workflows ✅ Test everything - Always test before activating ✅ Monitor performance - Check analytics weekly ✅ Personalize content - Use merge tags ✅ Set exit rules - Respect customer actions ✅ Optimize timing - Test send times ✅ Provide value - Every email should help the customer ✅ Allow re-entry - For workflows that make sense (cart abandonment)

Don’ts:

❌ Don’t over-complicate - More steps ≠ better results ❌ Don’t email too frequently - Respect cadence (min 24hr between) ❌ Don’t ignore unsubscribes - Always honor opt-outs ❌ Don’t forget mobile - Test on phones ❌ Don’t set and forget - Review monthly ❌ Don’t overlap workflows - Prevent customers from receiving conflicting messages ❌ Don’t skip exit conditions - Customers should exit when goal is met

Workflow Timing:

Abandoned Cart:

  • Email #1: 1-4 hours
  • Email #2: 24 hours later
  • Email #3: 2-3 days later

Welcome Series:

  • Email #1: Immediately
  • Email #2: 2-3 days
  • Email #3: 4-5 days

Win-Back:

  • Email #1: Immediately when they join segment
  • Email #2: 7 days later
  • Email #3: 14 days later

Post-Purchase:

  • Email #1: Immediately (order confirmation)
  • Email #2: 3-7 days (product tips)
  • Email #3: 14-30 days (review request)

Verification Checklist

Before activating any workflow:

  • Workflow name is descriptive
  • Trigger is correctly configured
  • Conditions filter appropriately (if used)
  • Email sequence makes logical sense
  • Delays between emails are appropriate
  • Exit conditions are set (purchased, unsubscribed)
  • Re-entry rules configured correctly
  • Each email has compelling subject line
  • Personalization works in all emails
  • All links work correctly
  • CTAs are clear in each email
  • Mobile preview looks good
  • Test workflow sent to yourself
  • Received test emails at expected times
  • Analytics goals are defined

Troubleshooting

Problem: “Workflow not triggering”

Possible causes:

  • Workflow is in Draft mode (not Active)
  • Trigger conditions not being met
  • Customer already in workflow (re-entry disabled)
  • Customer doesn’t match entry conditions

Solutions:

  1. Verify workflow status is “Active”
  2. Check trigger configuration
  3. Review entry conditions
  4. Test with a known qualifying customer
  5. Check workflow logs for errors

Problem: “Customers not receiving emails”

Possible causes:

  • Email send time optimization delaying send
  • Customer exited workflow early
  • Customer unsubscribed
  • Email delivery failure

Solutions:

  1. Check workflow logs for specific customer
  2. Verify customer is still active in workflow
  3. Review exit conditions
  4. Check email deliverability settings

Problem: “Too many customers exiting early”

Possible causes:

  • Exit conditions too broad
  • Workflow too long
  • Content not resonating
  • Too many emails

Solutions:

  1. Review exit rules (might be working correctly!)
  2. Analyze where customers are exiting
  3. Shorten workflow or reduce email count
  4. Improve email content and timing

Problem: “Low conversion rate”

Possible causes:

  • Weak offer or incentive
  • Poor email content
  • Timing is off
  • Wrong audience

Solutions:

  1. Test different incentive amounts
  2. Improve email copy and design
  3. Adjust timing between emails
  4. Refine entry conditions
  5. A/B test variations

Problem: “Duplicate emails sent”

Possible causes:

  • Customer re-entered workflow
  • Multiple workflows targeting same customer
  • Re-entry settings too permissive

Solutions:

  1. Set re-entry delay (e.g., 30 days minimum)
  2. Add exclusion rules between workflows
  3. Use workflow priority settings
  4. Check logs for duplicate enrollments

Advanced Workflow Techniques

Branching Logic

Create different paths based on customer behavior:

Trigger: Welcome Email
  ↓
Send: Email #1
  ↓
Wait: 2 days
  ↓
Condition: Did they open Email #1?
  ├─ Yes → Send: "Thanks for reading" email
  └─ No → Send: "Did you miss this?" re-send

Workflow Stacking

Combine multiple workflows for comprehensive automation:

  1. Welcome → Abandoned Cart → Win-Back
  2. Customer subscribes → receives welcome series
  3. Adds to cart but doesn’t buy → enters abandoned cart workflow
  4. After 90 days inactive → enters win-back workflow

Important: Set priorities so workflows don’t conflict!

Dynamic Content

Change email content based on:

  • Customer segment
  • Product purchased
  • Location
  • Previous engagement

Example:

If customer in "VIP" segment:
  Show exclusive products
Else:
  Show bestsellers

Multi-Channel Workflows

Combine email + SMS for better results:

Day 1: Send Email
Day 2: If no open → Send SMS
Day 4: Send Email #2
Day 7: Send final Email

Need More Help?

If you’re having trouble with workflows:

  1. Check workflow templates (pre-built, proven workflows)
  2. Review the Getting Started guide
  3. See our workflow examples library
  4. Contact support through your Growffinity dashboard

Pro tip: Start with a simple 2-email welcome series before building complex multi-branch workflows!

Next Steps

Now that you’ve set up your first workflow:

  1. Create 2-3 core workflows:

    • Welcome Series (for all new subscribers)
    • Abandoned Cart (recover lost sales)
    • Post-Purchase (build relationships)

  2. Monitor and optimize monthly

  3. Expand to advanced workflows:

    • Win-back campaigns
    • Product replenishment
    • Cross-sell sequences
    • VIP upgrade paths

  4. Stack workflows for comprehensive customer journey automation

Remember: Workflows are “set it and forget it” but not “set it and ignore it.” Regular optimization is key to maximum performance!

Building Your First CampaignCustomers