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Office Hours – January 9, 2018

Recording of Office Hours hosted by Chris Davis on January 9, 2018.

Topics covered in this session:

  • Dashboard options for tracking marketing performance across online and offline sources
  • How to use checkboxes to track contacts’ progress
  • The powerful and under-used “Wait until…” automation action 

Transcript

Chris Davis: Let’s get started. I did receive an email from Carly, so this is a follow-up from what we covered I believe. I haven’t had a chance to read through it all the way, but it’s a follow-up from what we … I need to make this a little smaller, I need a little more screen for that, how about that? Here, let me [00:00:30] see, which … Calculate days … A couple of new questions for Friday, all right. I’m just gonna put both of these questions on there, they are, there we go, let me just put them on here. Carly, all right, there it is.

I would love some assistance in finding a reporting tool for our offline advertising, such as print media, [00:01:00] and radio etc. I want to be able to tell how many leads we have received from each advertising type, for what study, and then what stage they reached in the pipeline, okay? I have set up a custom field which populates with the advertising type, this comes from Gravity Forms that are contact complete via our website upon registration, but I can’t find an appropriate report to pool the data I’m [00:01:30] looking for. Is there a way to do this besides going into the pipeline, and counting the number of total people in the pipeline, and then each stage?

Great question, so first off, I would say I’m tempted to say attribution. Attribution is right now, it is very much for off-line advertising like print media, and radio, if [00:02:00] you’re giving them a specific URL, that when someone visits, it goes to the destination page, and populates the URL with UTM parameters. If that’s the case, then all of that UTM data, let me show you what it would look like. Who … I had people in here, I had fake people in here that had attribution data.

Let me [00:02:30] see, I just want to show you what it would look like. I know how to do this. Clear that, do an advanced search, and if I go into attribution, has source, it could be any source. Hopefully this means anything. I may need to specify a source, please be anything. [00:03:00] All right, so while that’s searching, if you have that ability, it will allow you to … Of course I need a source, it would allow you to track an ActiveCampaign. I don’t know, I don’t know how to find them.

I can’t remember, I think my source was mastering marketing automation, I think that’s it. [00:03:30] No, I did something else, I know how to do it. I go to conversions. There we go, total conversions five, can I see them maybe? Hopefully, I can’t see them, oh no. I’ve got to go to conversion imaginary post, all right, here it is, conversions enrolled in imaginary post has occurred, [00:04:00] search. These contacts will have some attribution, and you’ll see why I couldn’t pull them up, because I couldn’t remember, I couldn’t remember out of all the testing I’ve done.

Anyways, as this is going, you’ll need a way to attach the pipeline information, the source information into the contact record, there it is, so this [00:04:30] is this, ah, this still doesn’t show. Here it is, here’s my sources, okay? This one came from Facebook, so if you’re using attribution, you see how I have UTM source equals Facebook, you would have a URL … When I say URL, when you’re on the radio, maybe it’s something short, like I see yours is rdcglobal.com.au, maybe you’ve got a shorter URL, like rdc, rdcg.co, [00:05:00] right?

Maybe it’s something a little more user-friendly, or easy to remember, and when they go to that URL, it expands, and puts UTM source, UTM campaign, and all of those things in here. Now the source will be tied back to Facebook, right? In the contact record, so any UTM, if I would have placed more UTM’s in there, they would’ve shown, we would have had medium, campaign, content, all of those UTM’s would show here. Now, what you can [00:05:30] do is let me just stick to what you’re saying, I want to be able to tell how many leads we have received from each advertising type?

Yeah, so that will tell you how many leads for each type, so now that I know I have a source of Facebook, at any point you can go and create a segment, and this segment would be attribution has source, and for now I’m going to do Facebook. For you, [00:06:00] it would be something like print media, or radio, and when you search, it should pull up everybody whose source is Facebook, for me. Like I said, for you, it would be the other two. Now, at this point, as it’s loading, at this point, we’ve got this one done.

I want to know how to tell how many leads we received per each advertising type, so that’s how you can do it per [00:06:30] attribution, but remember it’s going to require that you send them, you control the URL that you send them to, that they’re filling out that Gravity Form on. However they get there, whatever link they have, you’ll need to ensure that it expands UTM parameters, okay? To track that, all right? Next, is there a way to do this, so once you’ve determined what, [00:07:00] I’ll say what source they came from, and then for what pipeline, and then what stage they reached in the pipeline.

You essentially want full out reporting, you want to know where they came from, what pipeline they’re in, and what stage of each pipeline. Ideally I would recommend just using the deals, and looking at it, right? To see where everybody is at in the pipeline, because it does all the summary for you. [00:07:30] This is probably the easiest way to do it, the easiest, and quickest way, and you could have somebody take a … Maybe you have someone on your team once a week, every Thursday, they go in, and put these, you have a spreadsheet with each one of these stages, a spreadsheet where the sheet is the pipeline, and stages are columns, and then you have the date to the left, the left column, and then you have interested [00:08:00] in next column, whatever your stages, stage one, stage two, stage three, and then every week at the end of the week, you just update it with these numbers, right?

That’s the easy way to do it, and the low-tech way, and it wouldn’t require much, and then you can run all kind of reporting off of that sheet. You can run your weekly reporting if you’re updating it every week, you could have somebody update it daily. If you wanted to do it in an automated fashion, like you [00:08:30] didn’t want just the number, you wanted to know who was in each stage. At that point I would recommend using, I won’t walk through the entire thing here, because we’ve done this in the past, a few Office Hours, just type in Zapier Webhook, but I’m pretty sure you’ll know how to do it.

We can do something like deal stage changes as a start trigger, right? [00:09:00] Then when they change from any stage to your stage, you can have an automation set up, and what this automation can do, what this automation can do is fire a Webhook. Where does this Webhook go? This Webhook goes to Zapier. Oops, I did want to actually set a Webhook up. Do I have one for Zapier? [00:09:30] I don’t have it. This will go to Zapier, right? It will look something like that, but you would get this Webhook address from actually being inside of Zapier, if we look at my Zaps, I should have one.

Here’s a Webhook, which Webhook do I want to use? Do [00:10:00] I have one with Google Drive already? All right, doesn’t matter, we’ll look at … Let me just show you how it’s set up, and now you see this? I’m using the Webhook trigger, and it catches, so it will, there it is, you see that URL? I would essentially, when I’m setting this up in Zapier, that’s the [00:10:30] URL I will place here. Now that’s going to send the contact to Zapier, and from there, right now I have the action is to create a registrant, but I could, instead of creating a registrant, I could do this.

Go into Google Drive, and look at this, create a … I wanted to do sheets. There it is. I can go into Google Sheets, and create a spreadsheet row, okay? [00:11:00] Now, whenever someone goes on that pipeline, let’s say I have a sheet with the pipeline … Let me just show you, it’s easier to explain it visually. We’re already here, we’re already down the path, so what I mean is this. I would now have a sheet, okay? The name of this sheet would be my pipeline, see that? Pipeline one, and then for another pipeline, [00:11:30] I would have pipeline two, okay? Each pipeline, I would have stage one, stage two, stage three, okay? Then I would have date, all right?

Essentially what I want to do, is put the date, I missed one, and for now, I’ll just do email, email, so [00:12:00] date, email, if I want to do first name, and last name, and then I could specify, how do I want to do this? Pipeline, yeah, and  we’ll do it like that, the name of the stage, I’m just doing this on the fly. It would look something like, now when I send that, it’s going to create [00:12:30] a spreadsheet row, right? I do save and continue, that’s my Google Sheet, look at the spreadsheet, maybe it will even have the one I just created, look at that, untitled, and put this into pipeline one, so now it’s going to create a new one.

Can I put the date here? No, because I’m not sending the date, but I wonder how we can do the date> [00:13:00] You could put the date in the contact record, like right here, update a field, but for now, let’s not worry about that. For this date, I’m just going to do, and then the email will be from, it will take the email from the contact record, and then the name of this stage … Let’s see, [00:13:30] I could, I don’t think I like this, I don’t think I like updating the stage, sending it to a sheet per stage.

If I did it this way, this would have to be the name of the stage, instead of the pipeline. That’s what it would have to be, and then the name of the sheet would be the pipeline, all right? That’s how we [00:14:00] would have to do it, that way now, each Webhook would be attached to a specific stage. That makes more sense, okay? Now, I don’t have to worry about stage, it’s just going to send the date and the email, and when that happens, I can see per stage how many people are on each stage, per date, and the amount of people.

Now, I can do all [00:14:30] kind of reporting in charts, and graphs from Google Sheets on that. This one will require quite a bit of Zapier Zaps set up, and that’s why I’m thinking it would probably honestly just be easier to go in here, and have it just record these numbers, four people, two people are here, one people are there, nine people are [00:15:00] here, excuse me everybody, I’m sorry. That’s what I would do here, right? I would say stage one, oops. Stage one, stage two, and I would go in here, and say this is today I’m doing [00:15:30] 2018, right? Is that right? Okay, and I would just go into, or have somebody do it four deals, two deals, one deal, all right?

Now, I go in as of today, I have got four deals here, two deals here, one deal here, and you could just do that every week. This is not labor-intensive, and the value that you would get from it would be great, so you can see kind of, you can see a [00:16:00] chart of how the deals are moving through each stage. Then of course if you wanted to tie that to source, it gets tough. If I wanted to tie the stage movement to sources to see which source is creating the most deals, maybe you do, I think … [00:16:30] This is definitely outside of the realm of what reporting we have inside the app, and even Google Sheets.

I’ve never used this Carly, so take this with a grain of salt, but Dasheroo is a platform that I have seen come up time and time again in our Facebook community. Today actually [00:17:00] I will be talking to Wicked Reports on the podcast everybody, so a little spoiler alert there, and we’ll be going over how they integrate with ActiveCampaign to do reporting. Yeah, there it is, ActiveCampaign, okay? Look at that, lead sources, right? CRM, and all [00:17:30] the way to your check out.

I would say after attempting to do this without a dashboarding tool, don’t attempt to do what you’re trying to do without a dashboarding tool. I recommend either Dasheroo, or Wicked Reports. Again, I have not used either one, I have just heard of them. I’ve heard of them, they keep coming up when people ask the questions, and that would be my recommendation for the first one, all right? Then number two, is it possible to automate [00:18:00] a custom field checkbox without impacting any other options already checked, or unchecked in that custom field?

For example, she’s got a custom field called completed studies, may have five studies listed. As someone completes a pipeline for a study, I would like the corresponding checkbox to be checked, but without removing any other checks against their options. I’m looking for an option to record successfully completed studies against a customer record. [00:18:30] I know exactly what you mean.

It’s the difference between if I do something … If I go onto Trello everybody, and I don’t want to do, yeah, if I go onto Trello, and I have a checklist, and let’s say study one complete, study [00:19:00] two complete, study three complete. This is what Carly means, all right? As they go through, I can say, “Hey, do that,” okay? “Hey, now check this box, okay, almost done? All right, check that one.” It is very sequential, right? Where as ActiveCampaign, and I’m glad you asked this question, because this is the [00:19:30] difference between a project management platform, and a marketing automation platform.

A lot of times people are, “Hey, when should I use which one?” Oh, I’m going to name this Carly custom field. Update a contact, and for here, oh, where is a checkbox? Yes, so for here look at this. When you update a custom field in ActiveCampaign, it’s [00:20:00] as if the contact is submitting that field all over again, so it’s not like we track, or keep track of the state of the field. Whatever this is, so if they had the E-book before, and you say, “Hey, now they finished the cheat sheet,” when you submit this, it’s going to uncheck E-book, and have cheat sheet selected, okay?

It’s emulating if someone were to fill out a form, so it’s not additive, [00:20:30] it’s not like when I can tell ActiveCampaign to just check a box on a custom field. That functionality actually is not … I haven’t seen that in any web form, web builder platform, let me think. No, because it’s always based on a submission, whereas a platform like Trello, you’re actually tracking the progress, right? Tracking [00:21:00] progress in ActiveCampaign would be a bit different, so instead of having a checkbox, I will say the easy solution here would be to use a tag. Use a tag called completed study one, completed study two, completed study three, completed study four, and completed study five, okay? That’s one way.

Another way actually, if you didn’t want to do that, you could go to your form fields, [00:21:30] and you can create a checkbox for each field, right? Here’s what I mean. Study one complete, oh here, I mean study one, and than I could just have complete, all right? You see that, instead of trying to track it in one field. [00:22:00] Then I could go, oops, I didn’t want to do that, then I could add another one, okay? Checkbox, and study two complete, add it. You see that? Now, when I go to a contact record, and this very much would work [00:22:30] as kind of like Trello like you shown.

Look at this, study one, complete, oops, complete, study two, complete. See that? Right in the contact record I could see study one, study two, study three, study four, so on and so forth, so those are the two ways that I would recommend doing it, either use a tag, and add the tag when they’re complete, or create the custom field for each checkbox, [00:23:00] and set it to complete, or incomplete. Then of course you could always have automations trigger when study one is complete, they can move them to study two, and wait until study two is complete to move them to the next study, and so on and so forth.

Yeah, this works really well, if you use a custom fields like that. Of course, now, inside the automation, you don’t have a problem [00:23:30] inside the automation. You now don’t have a problem with trying to make sure it’s not unchecked, right? If I do here, I don’t want to do that. Go to conditions, and contacts, update a contact, and I’ll go down to study, study one, I want to mark it complete, save it, okay? [00:24:00] Then I could do that, so it’s going to mark it as complete right there, and like I said, as long as you’ve got separate one checkbox custom fields, you’re fine, and you could track it that way, so yeah, hopefully that helps Carly.

We’re about halfway through, are there any other questions? That was my main ones from email, but if you all have any questions, now [00:24:30] is the time to get them in the queue, and I will most definitely answer them for you. Let me close some windows here, because my battery seems to be draining a little swiftly. Yeah, so let me know, and listen everybody it’s the beginning of the year, everybody is busy, some businesses are thriving right now. I know tax CPAs, and accountants, and bookkeepers are thriving [00:25:00] right now, I would be surprised if I saw one of them on Office Hours for the next 2 to 3 months, so hence I know a lot of people are busy Q1.

If you don’t have any more questions, no problem at all I just wanted to make sure that we’re here for you, all right? Hey Roslyn, you created on automation, and you did something wrong, how about this Roslyn, show me, yeah, so go to automations, share here in the chat, and [00:25:30] I’ll pull it in. Go here to this drop down, and select share, and then copy that URL. Copy that URL, and send it to me, and then I’ll pull up your automation, and then we can see exactly what’s going on.

If you can just put that, you could just put that in the chat too. Here [00:26:00] you go, go to your automation, hit this drop down, and then select share. Yeah, all right, great, and then that’s the link that you, oh perfect, look at you Roslyn, so fast. All right, let me grab this, [00:26:30] and while I’m importing it, just let me know what you were looking to do with this. All right, importing this one, I need swig of water. All right, I got some water, I’m ready to go. All right, the if then did not work, for some reason I thought it would show when they clicked [00:27:00] on the link, but it didn’t.

All right, go to get started here, the tag select field, oh, okay, so you’re looking to see if they have a certain membership level. Maybe this is it? There we go, that works. If they have a certain membership level that’s what that was asking for. I was [00:27:30] supposed to hard wire. Most will get a thank you note, okay, great. Yes, send it for me. What else? Is that everything? All right, cool, so here it is, so they’ve completed the tag survey, nominating committee board interest, status is added, and they’re a member, okay.

They’ve completed a survey with a specific answer, and they are [00:28:00] a member, so you’ve got some segmentation on the start trigger. If this is true, then you send them this email, you wait for 15 minutes, and see if they have clicked a link to open. All right, I got it, so what’s happening is 15 minutes is nowhere near enough time. Sometimes it could take up to five minutes for the [00:28:30] email to go out, because all of the emails that are sent throughout ActiveCampaign are on a polling, so we poll the server, I don’t know exactly how it’s done, engineers can tell us, but I would definitely wait for at least, honestly I will wait for at least a day, because what you’re saying, you’re not really giving people time to open and click the link.

Most of your people are going to go down the no branch, which is probably what you’re seeing. [00:29:00] Let me know if that’s what you’re seeing, is they’re going down the no branch. Now, if an entire day is like, “Ah, that’s a little too long Chris,” you could do this. You could change your wait condition, well I could change yours. Instead of waiting for 15 minutes, I can wait until conditions are met, and I could say [00:29:30] actions has clicked on a link in this email, this link, all right?

In fact, this is what you should do, change your wait condition, why is the wizard now asking me all of these things? I tell you, and then give them up to a week to click, right? [00:30:00] Now, okay, this is very strange, so now, let’s see what will happen. They’ll come into here by satisfying the start trigger condition, they’ll receive the survey, now what they’ll do is they’ll wait here until they click the link, okay? Now, it’s fine, so they wait here until they click the link, and you’re giving [00:30:30] them seven days.

Okay, so they had to respond by tomorrow, and the survey went out Sunday. Sunday they needed to respond by Wednesday, so I would give them three days, to three days, right? I sent this on Sunday, so you’ve got from Sunday to Monday, Monday to Tuesday, Tuesday to Wednesday. You’ve got three days, in fact, maybe I want to do two, because Tuesday I want to say, “Hey, you haven’t clicked yet,” and follow-up, right? [00:31:00] Now, what happens here Roslyn, is the minute they click the link, if they got it, and one hour later they click the link, they’re going to satisfy this wait condition, come down here, this is going to say, “Hey, have they clicked the link?”

Clicked a link open, what does that mean? Okay … [00:31:30] It’s probably all, has clicked on a link, interest that link. Here we go. The same link as the wait state, all right, okay? Has clicked the link nominating committee board interest survey, so let’s say they got this, an hour later they click the link, they’re going to go, and this is going to say, “Hey, have you clicked the link?” “Yes,” and they’ll get the thank you right here. If not, they’re going to be here for two days, so Sunday to Monday is one, Monday to Tuesday is two. [00:32:00] On Tuesday, they haven’t clicked, two days is up, so they’re going to go down here, and go down the no branch.

From here you’re waiting a day, which would put us out till Wednesday, so in this case we wouldn’t need this wait for one day, I would remove it, and then send this. Did not click the board, and this email would be, “Hey, I need your response by tomorrow,” right? I haven’t got a response, need it by tomorrow, [00:32:30] wait a day. Oh I should have moved your wait state down here. Wait for a specific time, wait one day, see if they’ve clicked, if not, or I can do this again, wait until they click.

The reason why I would do a wait until I click, is because it gives me a more immediate response to their click. If I wait for a day, no matter if they click quick or not, I can’t tell for an entire day, and then I’ll just put a day here. I always like to use [00:33:00] mine this way if I want them to proceed quickly, so if they get the email, they open it, and they click, they’ll go here, and if they clicked it, it’s yes, and then they’ll get this email essentially you probably could do …

You probably instead of sending them this email, you could probably just do that. Oh my gosh, sorry everybody. [00:33:30] Since they’re the same email essentially. If they haven’t clicked, then maybe I’ll add a tag unresponsive, or secondarily, I could add a note, sent them two reminders, sent them two emails within the last [00:34:00] three days, and they have not clicked to take the survey. At this point they are unresponsive, right? I could do that too, and I could add this note to the contact record, all right?

Let me see, so I thought that this wait condition was just to see if they had opened the email, and I set the wait condition on the no side, so I just misunderstood [00:34:30] where the wait should be. Okay, yeah, it’s both the wait, and the amount of waiting. Initially you have 15 minutes here, so like I said, that’s nowhere near enough time for them to be able to actually get the email, and open it. I mean they would have to be waiting right at their computer to get that.

Instead, I removed the 15 minutes, and just said wait until they clicked. I mean I could change [00:35:00] this to wait until they opened, which is fine, you could change that. Wait until they’ve opened the email, and I’m gonna wait for up to two days, after two days, they’re going to proceed, and I’m going to see, “Hey, you haven’t taken action? All right, so I’m going to send you a reminder.” Then I’m gonna wait for up to a day to see if you take action, if not, then you’re unresponsive, but if you do, I’m going to send you the survey link.

Okay, good, so this is perfect [00:35:30] then if we wait until they click. This would work right now if you put … I’ll share this with you, if you place this back into your ActiveCampaign account, you’ll probably need to change the start trigger, and change your … Just make sure everything is set up correctly, this will work. They’ll come in here, they’ll get this email, it will wait until they click the link, and then once they click the link, they’ll go here, match this yes condition, and get it.

If they don’t click [00:36:00] the link two days later, they’re going to go down this branch, get a reminder, wait for up to a day. If they click before then, all is well, they’ll go to yes. If after a day they haven’t clicked, they’re going to go down here, and be tagged as unresponsive. Yeah, I’m going to give this right back to you Roslyn. Roslyn, what did we say? Wait, survey wait [00:36:30] conditions, okay? Perfect, the wait until is really powerful, okay, hold on, I’m confused too about the start trigger. Let’s do the start trigger too.

That wait until is really powerful, especially when you combine it with a time limit, so it serves a … It’s almost like a wait condition on steroids. [00:37:00] All right, so this is what it looked like you had, okay? The start trigger was when they have this tag added, and they’re a specific member. In yours it said mother member, or something like that, it was like MM member. Let me see, I wanted to send to a specific segment group, did I even need a start trigger? Yeah, you definitely need a start trigger, unless you’re manually adding [00:37:30] them to this automation.

Okay, so let’s talk about that, Roslyn, how are they entering the automation? Yeah, let me know how they’re … It looks like a tag is being added, so where is that tag coming from? Is it being manually added, or is it a third-party survey tool that’s adding the tag? Is it another automation that’s adding the tag? Let [00:38:00] me know. I was adding them manually, and I added the tag manually, and then add them to the list, okay. If you’re doing it manually, no, you don’t need this at all.

You don’t need a start trigger, in fact here’s what I recommend you do. Well, yes you do, I’m sorry. No, let’s keep it easy. I would create a tag that when you add the tag, so you wouldn’t need this segment, because [00:38:30] you’re adding the tag, so I would do like trigger, send survey, see that? I would just add this tag to the contact record when you want them to enter this automation, keep it simple. My ultimate goal was to just send the survey to my group segment. Yeah, and that’s fine, if you already have a segment, you can go here.

[00:39:00] Actually, what I want to do is go to list. You can go to list, and go to segments, select your segment, hey, Roslyn, I’ve got a segment in here for you, and go to view contacts. I probably don’t have anybody in this segment though, and it’ll pull up all of your contacts, and then what I would recommend, is let’s just say it pulled up contacts, and these were my contacts. [00:39:30] What happened? I would then do edit all, and I would just add them to that automation. You don’t even need a tag at that point, okay? That’s how I would do it. Okay, that is what you did. All right, cool, so you’re all good.

No, in that respect you are correct, you didn’t need a start trigger, you could just add them bulk as you were doing. One thing you may [00:40:00] want to do, like let’s say these are all of my contacts, and I want to add people who haven’t seen it, what I would do, is I would do a filter. Maybe we could do the filter in the automation, so what I would do, just so that, because the segment may grow as you continue on, and you may want to [00:40:30] send people in it, but you’re like, “Oh, but I don’t want to send it to people who’ve already entered,” right?

What you can do, is since you’re adding them manually, you need an upfront filter that essentially says, “Have they been in this automation,” action has entered, has entered automation, and it will be this one. [00:41:00] Roslyn, so if they’ve entered this, yes, then we don’t want anything to happen, but if they haven’t entered it, we want all of this to happen. Let me zoom out some. Move [00:41:30] everything, move everything to the no, and in this automation, okay? Now, when you add them to it, if they’ve already been in it, they won’t get the reminder again.

That way you could just keep adding your segment, without worrying about, “Oh, the last time I added this entire segment, there were 50 people, now there is 65, [00:42:00] who are those 15 people?” You don’t even have to worry about it, just add all 65 here, the 50 that already entered the automation, you know what? I shouldn’t use has entered automation, because everybody has entered the automation. I should use has been sent, has been sent this email, that’s what I wanted to use, has been sent this first email, okay?

If they’ve seen this email, we definitely [00:42:30] don’t want to send it again, so this is just filtering them out, so I can add 100 people here. The 50 who have already come in, and got this email will go here, and they won’t receive it, the 50 who haven’t will proceed down, okay. I will issue the survey again in about six months to everyone in the segment, so then do I change to run more than once? No you don’t, in fact I’m going to remove this, because since you’re doing manual, you don’t even need a [00:43:00] start trigger, you don’t need one.

You can add somebody manually to an automation as many times as you want to. If you wanted it to be a bit more automated, than perhaps you could have a polling automation that runs, and just keeps adding them, or what not, but for now, with your set up, keeping things simple, go to your segment, do the [00:43:30] the bulk editor, right? Pull up your segment, let’s say you’re in list, segments, I don’t know, hopefully there’s something in customers. You’ll pull up your segments, come on, view contacts, right?

From [00:44:00] there, hopefully I have contacts in this segment, and from there you’ll click edit all, and you’ll just add them to that automation, at whatever frequency you want to do it. If it’s every six months, you just go to that same segment, and as I mentioned, if the segment doubles, you say, “Hey, there were 58 people in there, now there’s 116, now there’s 116,” why did I choose numbers like that to add? Let’s do it simpler, there were [00:44:30] 50 people, and now there’s 100, take the entire 100, right? Here they are, click edit, oops, not add to list, I’m sorry.

Add to automation, I should have another automation, right? Oh, it’s not active, okay, fair enough, add them to your automation, they’ll come in here, if they’ve already seen it, they’ll go there, if not, [00:45:00] they’ll go get your reminder sequence. Yeah, running more than once only affects people who are coming through using your start trigger, and since you’re bypassing a start trigger, or you don’t have a start trigger, because you’re doing it manual, you don’t need that.

How do I review the reports in this automation? You’ll go right here to view emails, and then all of your emails will show here, the performance, and if you wanted to look [00:45:30] at a specific email, this one it says no sends, it would actually have your open rate right here, see that? You can select view report, that’s one way, or you could just go to reports, and automation, and these are all of the automations, yours is probably, it’s alphabetical, can I search? This is why I would filter, or label all the [00:46:00] automations, so it’s easier to find them.

Roslyn Hooks, so this one should Be Roslyn Survey Wait Conditions. If I select that, see that? You can see all the emails that way as well, and see the reports, the opens, clicks, and get the entire reporting of that automation right here, all right? That is how it is done. [00:46:30] Let me share this with you Roslyn, yes, no problem at all. What did we call this? Yeah, wait conditions. I’m going to put this in the chat, all right. Survey automation, [00:47:00] and it is in the chat for you Roslyn.

Great use case, and it brought up some really good pointers in that if you add someone to an automation manually, even if you have a start trigger set, it’s gonna bypass that start trigger, okay? It will bypass that start trigger, and they will enter the automation, because if you add someone manually, you are [00:47:30] essentially overwriting the start trigger, or if it has no start trigger, you don’t care, because a manual addition to an automation is the highest form of adding, right? There is none greater, there is nothing that can prevent that contact from going in that automation if you add them manually, all right?

That was a great question, and this was a great use case, remember everybody, please use the wait [00:48:00] until, it’s something that I understand why a lot of people don’t use it, because it’s not available on other platforms, so people don’t know to look for it, but this is very powerful. I mean you can do this for … You know what this is called? This is like a fast track, slow track all in one, right? You can allow people to proceed through this as fast as they’re acting, [00:48:30] right? At the same time, you can determine how slow you’re allowing them to act.

In this respect, what Roslyn is saying, is listen, as soon as you click this link, go, right? Don’t wait, don’t wait. It’s almost like getting ready in the morning, and waiting on your spouse, right? It’s like, “Look, you got your own car, when you’re ready, just go, you don’t have to wait for me,” right? That’s how this wait state acts. It’s just like, ” [00:49:00] Look, you’re ready, go.” All right, there’s 50 other people that are still waiting, let them proceed when they’re ready, right? I’ll give them two days, after two days, “Listen, I’m going to check in, if you haven’t done anything, and then I’m going to give you the same opportunity. When you’re ready, just go, don’t wait, you don’t have to tell, just go, and I’ll give you up to a day to do that, after a day, then I’m marking you as unresponsive.”

Yeah, so yeah, I did not know … Yeah, [00:49:30] I know Roslyn … I love the wait until, I love it, okay? Is the wait until serving the same function as the goal option? They’re similar, they’re similar, the difference is the goal is going to allow somebody to jump to its position, where the wait until, it’s a sequential execution of steps, right? To get to this wait until, you [00:50:00] have to get this email, which means you have to be down this no branch, which means you have to have not opened that.

You see it’s a sequential wait, where a goal is more of a dynamic, right? If I configured a goal to wait until they’ve clicked, then what’s going to happen is, as soon as they do it, it doesn’t matter where they’re at, they’re just going to jump down to where the goal is at, so that’s the difference. The wait until requires that you complete all steps beforehand, [00:50:30] where the goal doesn’t care what steps you complete, it will allow you to jump to its position, and proceed, yeah.

It’s really good to know the difference between both, right? It’s extremely important to know that, so I’m so glad you asked that question Roslyn, thank you so much, because like I said, if this was instrumental in just helping people understand that there is a wait until condition, and how it works, this was [00:51:00] far worth it, all right? Thank you again, thank you, all right, we’ve got a few more minutes, does anybody else have any questions? These were really good today, these were really good use cases.

I tried to outsmart the dashboard software with a Google Sheet, and I failed, so if anything, this Office Hours served as a great [00:51:30] example of why, and when you need a dashboard tool, and that’s across the board, if you think about marketing automation in general, I think especially when it’s tracking your numbers, unless the platform is built for specifically analytics, which there aren’t many that are, and you want to track across offline efforts, online efforts, dashboarding [00:52:00] software like Dasheroo, or Wicked Reports from what I hear are good solutions, and definitely worth a try, all right.

All right, with that being said, we’re approaching the 11 o’clock hour. I want to thank you all for attending, and I’m going to go ahead, and exit, or end this one. Listen, I do it twice a week, Tuesday at 10 AM, Friday [00:52:30] at 1 PM. If you weren’t able to attend, you’re watching this replay, and these times don’t work for you, we have an international customer audience, so sometimes it’s too early, sometimes it’s too late, feel free to email me, you can email me at cdavis@activecampaign.com.

Just make sure you add … How I do this everybody? Okay, add [00:53:00] Officehours to the subject line. That is extremely small, that is really small. Why would it even allow me to write that small? All right, just make sure you add Officehours to the subject line, and I’ll be able to answer your question, even if you can’t attend. You can at least watch the replay when you wake, or when you get some free time, and [00:53:30] have your answer there. In that respect, remember, remember, remember where are we at?

Each Office Hours is also, oh, we’re waiting on the transcription of this one, which is fine. We’re waiting on the video to load too. Let me show you all … This one’s got transcriptions for [00:54:00] sure. It’s always transcribed, so if you asked a question, I’m going to say your name, you see how I’ve said Katrina’s name, Brett’s name, and at that point, all you would have to do is hit control F, or command F on your computer, type your name in, and just see when I mention it.

Katrina, I mentioned her right around 21, maybe this was the time. It says, “Oh, great to hear from you, [00:54:30] we used a background …” Oh, he’s showing me how to change the background color at the 21 minute mark. Now, you can go back up here, go to the 21 minute mark, you don’t have to try to scrub through it, so that’s how it works. If you need to ask your questions via email, please do so.

With that being said, I will see you all on Friday hopefully with new questions, new reports of what’s working, and progress reports of what you got in place, and how it’s performing. [00:55:00] Oh great, Roslyn says she likes new layout of the learning center, and the Office Hours, it’s really slick. Thank you so much Roslyn, I’m constantly improving it, it’s kind of like your child, where it’s no matter how good they are, they can always be better, so thank you for that feedback, so yes, Katrina, you’re welcome as well. Thank you everybody else for attending, and I’ll see you all on the next Office Hours.