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Office Hours – July 18, 2017

Recording of Office Hours hosted by Chris Davis on July 18, 2017.

Transcript

Chris Davis: -record on this computer. All right. As always the submitted questions, I’ll always ensure I answer any question you have submitted. That does not mean you who are on the call now can’t ask a question and get it answered. It’s just more of a priority thing. It gives me a little time to prepare as well, and overall, it just helps reward those who are … [00:00:30] Ah yes, Susan, you have one. Who’ve been working with me for a little bit. Susan, you have one, and then I have one from Jessica. I don’t see Jessica on yet.

All right, so Susan, we’ll jump into yours. For now, let me make sure I have both of them. One is is there an easy way to search each week, yup, that is coming, Susan. I’ll tell you what, as [00:01:00] I told you all. I often learn from these office hours as well. A lot of times, there’s something I’ve said, and I’m just discovering just from the natural collaborative nature of this. I go on implement, too. I sometimes need to go back and remember how did I do it again. It’s hard for me without those transcripts.

I’m just going [00:01:30] to copy and paste this up here, and everyone while I’m doing this, I see a few people who have been on for the first time. While I’m doing this, feel free to ask your question in the chat. Get it in the queue so I have it and can make sure it gets answered. There’s really no requirement to wait to get your question answered unless you want to raise your hand and speak via audio. Even as I’m talking, the chat is a good place [00:02:00] to leave your notes, just thoughts as I’m going along. Anyways.

Hi, I’m looking to understand how to connect my 12 month automation so it goes continually from one month to the next. I know you mentioned in one of the calls start new automation. Yep. When I tried it on the test model, while it did put me into the next automation, it also duplicated me. I was in the next automation twice. Yep, yep, yep.

Great one. Great one. All right. Can you [inaudible 00:02:31] [00:02:30] in chat … Okay, yeah, here. [Emron 00:02:38], I will post it in chat for you as well. Okay, suggestion, Q:, there’s our first question. [Emron 00:02:50], great suggestion, man.

Anyways, so I end automation one with start new automation, but what do I start automation two with [00:03:00] if it’s subscribe to list, I think that’s what puts me into the automation twice. Hope this is clear. Susan, this is very clear, and I’m very glad that you asked this question because it brings up something that I’ve run into a few times, so let’s go back to. Let me move this microphone over. I realize I’m kind of hunched over. Susan, I believe I have you saved. Any time [00:03:30] anyone asks a question, they get an automation name. Yes. Susan, all right, so we’ll do this.

I’m going to duplicate this, Susan, or copy. What we’ll do is I’m going to set this up to where the copy is your July/August. All right, Susan, daily, August. Then I’m going to show you all why I love Susan’s question in a second. Let me just delete  [00:04:00] this trigger for now. Just because I want to be consistent, August 1st. I’m just going to change the title of these goals, but the configuration of course is still the same. August. But it will read better if I have all of this set up this way.

August [00:04:30] 1st, 2nd, and then we’ll do August 3rd. August 3rd. All right, so watch this. Watch this everybody. If I go back to my automations, and Susan, and forgive me if I’m moving fast. If I’m clicking on a screen too fast or if there’s an option that I just flew through, please stop me everybody. Please stop me. It is not intended [00:05:00] to show you hey look what I can do and you can’t. It’s not that element at all. It’s just I’m trying to make sure I get as much content in these calls as possible, but if I need to slow down, I am willing to do so for you. All right, no, no, not a bug at all, Susan.

This takes some thinking. Look at this. It seems like I have an automation called August 2017. That’s fine. Let me activate [00:05:30] this one and hit refresh because this is the one I want to go off of. All right, when you’re updating your automations, always hit refresh if you’ve got multiple tabs so that it pulls in the most recent information. I should be able to see Susan [Daily 00:05:50] August emails. All right.

Now we have two ways, everybody. Look at this. If I say enter automation Susan [Daily 00:05:59] August [00:06:00] email. If I use this condition right here, in automation, this one right here. I guess I’ve got this one my side. If I use this one, everybody … Oh that color’s kind of hard to see, huh? What about this? If I use this, start in automation, what’s going to happen is this [00:06:30] is the same as this because it’s going to ask me what automation I want to start, and when you use this action, it’s powerful because I can send somebody to any automation. But what also happens is this. Any start trigger I have, it bypasses it. Here’s why it’s important because what if I have a star trigger, tag as added, start August, email, [00:07:00] and I want it to run once. That means they can only enter this one time. Add start. Now, by using this action here, by using this action, and can totally bypass, 100% bypass … Oops, what happened here? I can [00:07:30] 100% bypass this start trigger, okay.

Now this start trigger is active, but it’s bypassed by using start another automation. That’s one way that you can have multiple people in your … So somebody could be here, right, and then you added them manually. We’ll say [00:08:00] from another automation they could now be right there. They could be in two places because they entered this when you imported them, Susan, we’ll say, and then from another automation, they entered it, and they’re now here. Now they’re in it twice. Now granted, they’ll [00:08:30] still … It’s not like they’ll start receiving the wrong communication. I think what you’re seeing is you’re receiving like two emails now, right? Yes, okay.

So Susan confirmed since it’s two instances of her, she’s just receiving multiple emails. This could be catastrophic honestly in her case because now you’re borderline spam, and that was not the intention. What we need to do is this. Here’s what we need to do.

[00:09:00] There’s two ways to skin this cat. Oh let me not say that for all the cat lovers out there. There are two ways to deal with this issue. Let me show you both. We need a way to determine if they’re in this automation, and if they’re in the automation, we need to stop. One way is to use a tag as [00:09:30] a starting trigger. Configure it to once.

Watch this, Susan. Then go in here to advance, and select action and say … It’s not in automation, has not entered automation, and we’re going to select this automation. Where are you? Susan … Which [00:10:00] one am I looking at? Oh I must need to … Let me copy this. I need to refresh this one. I don’t see Susan. Susan, I don’t see yours on here. Okay. Let me go back to this. What I said is I’m in actions, and I’m going to say has not entered automation. Then I should see Susan August, right? [00:10:30] Don’t make me into a liar. Oh where is it? There it is.

Okay, if it doesn’t show up, always type. It never fails to just type it in. Daily August emails. What is this saying? Let’s hit start. It’s saying whenever this tag is applied, and they have not entered this automation, then enter them. This [00:11:00] advanced condition says if you’re already in the automation, you can’t come in. Sorry, you’re already in here, and even though you’ve added the tag, they will not be able to to be added. The fact that you have run this once is even more security to ensure that they can only enter this one time. That’s one way, right, but if we do this way everybody, remember we have to go back here, and we’re no longer using enter automation. We’re [00:11:30] now using, contacts, add tag, we’re now using start August email. We’re now adding the tag.

So now the tag is being added, we no longer need this. Which this could be a very powerful setup because now this tag would be on their contact record and just serve as a means of understanding what month [00:12:00] or I should say footprints to let you know they started August from having the tag. Everybody that has this tag essentially has been carried over. Everybody that doesn’t have this tag has been imported for that specific month.

All right, Susan says but would I need to add the tag for all 12 months. Absolutely. You would need a tag for each month you want them to enter. So remember, adding your tag is serving as the start for each month [00:12:30] if you want them to automatically continue on. For the people that you’re importing that month, you don’t need to do anything. You just import them. Add them to this automation, when they get to the end of the automation, when they get to the end of this automation and this tag now serves as a trigger. I’ll take this out. Serves as a start trigger here and then adds them to the next month and they can progress through. [00:13:00] That’s one option.

The next option would be let’s go back. Actually, I’m just going to clear out. Okay, let’s do it with no start trigger. Here’s what you would do with the no start trigger. You would need to use the if else. You’re going to use the same thing. Action. You know what, I [00:13:30] said has not entered automation. Not currently in automation. I think that’s what I want to use. Since yours is ongoing. No I don’t. I don’t want to use not currently in, because in some way when they’re done with it, they could repeat. So yeah, has not entered automation. We’re using the same criteria as we did with the start trigger and has not entered this automation, and watch what happens. [00:14:00] Have they entered this automation, yes, we want to move all of this.

Move this action and all following actions. Move to new wait state and hit okay. Now when I go here, instead of using the tag approach, I’m now using start an automation, and from here, there’s August [00:14:30] emails. Save. Now they get added to August from the end of July and right when they’re added, it has does the contact have, they entered this automation. If yes, what do we want to do? Just end it. We don’t want them to proceed anymore through this automation if they’ve already entered it at any point. Once you’ve entered this automation once, this criteria [00:15:00] prevents you from ever, this right here, this criteria serves as a means of you never being able to enter twice. You cannot proceed. You will never be able to go down this path based on this criteria. This could be powerful, [00:15:30] and for some people, this may be easier to internalize, like oh I get it. If they’ve entered this automation, then we’re going to end it. If not, then we’re going to proceed on it.

Now it doesn’t matter. It doesn’t matter if you import them. It doesn’t matter how they start this automation. This is going to serve as our gateway, we could say. [00:16:00] We can call it a a gateway that either allows people to proceed or determines which way they go. All right. Now you say but they need to continue with the automation, so this will stop them.

Remember, Susan, this only stops the people who are already in it. If they’re not already in this automation, they’re going to go through this side. That’s what [00:16:30] this is. Remember the use case is you have two instances of the same person in one automation. Without these clause, they’re just going to be added to the automation, even if they’re already in there. You may have imported them for August. For some reason, they may have showed on your August import list, and they’ve already been in July. So you imported them and now they’re starting to receive August emails. As soon [00:17:00] as they’re done with July’s month, July’s going to add them to August, too. That’s the case. That’s the issue is that you have them in two places in the automation, or two instances, and they’re receiving double emails. The only way to prevent that is to say if you’re already in this automation, don’t come back in it. That’s what that statement is saying. If they’re not in this automation, then absolutely. Nothing would stop. They would just proceed through the [00:17:30] goals and they would start receiving the correct communication.

This is a way of ensuring they can only enter the automation one time, because like I said, you can manually enter them more than once, or you can do something else. But as long as this case is here, then you’re fine. You’re fine. It will always make sure they do not go, they [00:18:00] don’t duplicate themselves in the automation.

Both ways I show will work, yes. It just all depends on your approach here, which one is the best for you, which one is the easiest. I will say, though, as I’m looking at this, I would … You know the one I would recommend you start with … [00:18:30] Start triggers, modify, trigger deleted, action added, multiple actions moved. I want to use this one. I’m just back in the revision history here. I want to go back because I think that using the start trigger as a tag is your best bet. This one runs once and then going into the actions. I think this is the safest way to do it. [00:19:00] Enter automation and then Susan …

Now I think about it, I think this is the best way because at this point, when you add the tag, this tag becomes very powerful. Now you don’t even necessarily have to go into the contact record and do a bulk edit and add them. You could just do a bulk apply of tag, [00:19:30] and they’ll all start this August automation, and remember the goal will progress them wherever they need to be, but furthermore, when we had that if else, one thing I realized is if they’re added, and they hit one of those goals, you’ve got like a one percent chance that you will add them at the exact add that one of the goals were true. They will actually bypass.

You know, I should have showed that. [inaudible 00:20:02], [00:20:00] action added. Let’s see. Let’s see if I can go back to it. Yeah, I’m sorry. Kind of bouncing around here. But here’s what I mean. You can add them here. They’re added here, and then they’re could be a race condition where this is true. Even though they’re already in, let’s say they’re here, they received this email, [00:20:30] and right at the moment that you add them, this is true, they’ll actually jump down there instead of going through this path, and that’s only at the specific time this is true. Like I said it’s a very slight edge case, but for that reason, is why I would recommend just using the tag. You’ll just get more bang for your buck using [00:21:00] the tag.

Now if I’m thinking about administrative or support type, and someone says hey, it’s August, I haven’t been receiving my August daily emails, and you don’t have to do much, then go to their contact record and just add the tag that said start August emails. Then the tag, it’s going to look and see are you in here, if we change the start trigger. So dare I revert one more [00:21:30] time.

This actually has come in handy, the revision. I don’t want to use that, though. Let’s see. In that case, we want to use this one. So in that case, you go and just add the trigger. [00:22:00] Tag has been added. There we go. We’ve done this multiple times now. So this should be like … Susan. All right, yeah. So they get the tag, and [00:22:30] they haven’t entered this sequence. Now it doesn’t matter. You can apply this tag to any contact in your database, and if they’re already in this automation, they will not enter it. This is the way I recommend, Susan. This is the way. So back here instead of using this, we would use add. This is what I would test out if I were you. You’ll see that no matter how many times you keep telling [00:23:00] them to go, by adding the tag, they won’t go.

Now here’s the thing to keep in mind. Do not use start in automation because remember, if you use start in automation, it’s going to bypass this. It’s going to bypass this. What we’re saying is to start every month, you need to use the tag now instead of start in automation. You’ll need to tag the contacts. It’s the same setup. If I go [00:23:30] to contacts, and I want to add all of these contacts to August, instead of adding to an automation, I just say add a tag. Okay. See that start August email, and then when I hit apply changes, the moment that tag is applied, they’ll be added to the August automation no matter what day of the month it is. It could be August 13th, they’ll be added to the automation. Then they’ll proceed to August 13th. They’ll skip one through 12 and start getting the right emails. [00:24:00] All right.

I do not want to do that. All right, both ways. I will agree, it is a lot. I need to get it set up. The video will replay should be up later today, Susan, right when I’m done. It automatically downloads to Dropbox, and then one of my writers, they upload it and get it all set for you. Yes. You’re very welcome.

Everybody, [00:24:30] you see why I liked Susan’s question? This is why I tell you all no question is too smart or too dumb because when we’re talking about automation and marketing automation to be specific, there are so many variables. There are so many things to take into consideration when you’re building on an automation. A lot of it, you don’t know. Like Susan didn’t even know to ask this question until she built it out and then tried it.

[00:25:00] Now before she built it out, she had a different question of just how do we send the daily emails. So you see, as you go and as you actively build things out, other questions will start arising, and that’s what office hours is for. It’s not necessarily as effective if you just sit back and watch and let everyone else ask the questions. That is helpful because you’ll glean from that, but a lot of times, general information can only get [00:25:30] you so far. You’re in a Facebook group. You’re in some forum online, and you’re asking questions, and you’ve got four or five people giving their opinions, and now you’re at this buffet, out automation, and you’re trying to figure out what food to put on your plate or what strategies to take, and it’s all free. Everybody’s giving their opinion, and you walk away because it all looks good, with this big ole plate, and you’re like where do I start, which one is best for me. So they’re comes a time in your business where you have to [00:26:00] ask questions specific to your use case. This is specific to Susan’s use case, and asking that, we get to understand and uncover more of how ActiveCampaign operates.

I have one from Jessica. I don’t think she’s on. I want to answer this for the replay. All right. Okay. I’m going to copy this both on the screen, and [Emron 00:26:29], I’m going to put it in the chat as well [00:26:30] for documentation purposes. All right. That’s the question. Let me move it over a little bit. Then I will type it in here. This is the second question. Am I a long time set a certain date that a person would go through an automation drip campaign? For instance, I have a subscription service. Occasionally, my customers say I’m traveling out of town [00:27:00] for a few months, but I’ll be back when I get back in town. Of course you’ll be back. Am I able to add them to my [inaudible 00:27:10] drip campaign, but set the date that they go through the automation for three months from now?

This is a very interesting use case, and I get it. [00:27:30] Everybody we’re going to be the brain here because like I said, Jessica, she’s not on right now. So let’s just think this through collectively, and while we’re thinking feel free to post your questions as well. What Jessica wants to do is essentially she sends out these emails, and someone says hey I’m not in the office, I’ll be back X amount of time. So at that point when you receive [00:28:00] that response, two things need to happen.

Can we just write this out? Let’s just go to this platform that I found here. I’m going to treat this like a notepad. There’s a few thing that need to happen. One is we need to stop communication. Because they’re out. By stop … [00:28:30] Let me do this so we’re touch is off. Stop communication. Or pause. We want to stop or pause the communication. The next thing we want to do is wait. Two is we need to wait until X date. [00:29:00] Whatever that date is. Perhaps that’s is a custom field.

At the point that we stop, we want to populate a custom field and then we need the third thing is we need to monitor. Okay, I’m going to see it. Custom fields for start [00:29:30] date. Hey, I think I get it everyone. I think I just saw it by writing it out. In fact, this is one of the reasons why I heavily promote writing things out, whether it’s on a white board or a piece of paper because I don’t know. I have no scientific data to back this up, but there is something that happens when a human being puts pen to paper. Right now, I’m using pen [00:30:00] to pad, virtual pad, but it seems to have the same effect. That writing process just tends to get your brain going.

Now I see this as the question is how. This is the how. That’s my big question. How do we know when to stop? I think this is going to have to be manually. The reason [00:30:30] why I say it’s manual is because when someone replies, how can we catch that reply and know that it was from that specific campaign? Well we can know it’s from that specific campaign, but how can we identify that it’s telling us to pause. There’s really no way to do that in an automated fashion, because it’s essentially the content of the email that we’re using it as the barometer of what to do next. [00:31:00] So if that’s the case, the only way to extract the content of that email is to read it. So someone has to read it. Hence, there is some manual process there.

So step one is manual. The identification of step one is manual as well as the pausing is as well. Actually this is a very complicated setup. What Jessica will need to have is she’ll need to have a means [00:31:30] of … Let’s just build it out. I could do this. Let’s just go for it. I can talk as I build. If you have any questions, feel free to jump in. The first thing we need everybody, let’s think about this. We need a way of telling who is actively receiving emails and who is not, so watch this. Wait a minute, there’s a question here.

Oh Rosalind, I’m sorry. I didn’t see your question. [00:32:00] You asked it in the Q&A. My bad. Let me type Rosalind’s question. We’re going to get to Jessica in a minute. I would rather answer this before I go too deep down that path. All right. How do you send a campaign … Rosalind, my bad. To a specific people with the same tag instead [00:32:30] of everyone on a list? Okay. That is Rosalind’s question. I’m going to paste it in here as well.

This is going to be good. Rosalind, actually this is going to tie into what I was going to show you with Jessica. Let me answer this really quick. All right, let me answer this. How you would do it is you’re going to go to campaigns, [00:33:00] and I’m assuming you already have your contacts tagged, the contacts that you want to send them to. This will vary depending on whether you’re using one list or multiple lists, but you’ll definitely at a minimum select when I go to list, after you select the type, you’ll want to select all of the lists that those contacts could exist on.

In that event, once you have all of your lists, what you want to do [00:33:30] is go to create new. All right, we’ll create new. I’m going to call this [Ros 00:33:36] segment. I hope you don’t mind me calling you [Ros 00:33:38]. [Ros 00:33:40] segment. Add my first condition, and I’m going to say tag is Rosalind customer, how about that. Rosalind customer. Click done. You see that. It’s added that segment. Now it’s going to look in [00:34:00] these three lists, all the lists that are checked, and it’s going to compile all of the contacts who have the tag, that specific tag. No need to hit create new. It’s already there. You can see if I scroll down. [Ros 00:34:14] segment. It’s already there. Select it. Then you hit next. Then you go and build your email out as you would, and what you’re going to see, it should show zero for me because there is no such a tag in [00:34:30] my record. You see that, zero tags. Right here, it’s going to show you across all of these lists, you have zero contacts that meet that criteria. If I want to say okay, well that’s just not right, maybe I want to do … How about that, change my segment.

I’m just trying to get one with people in it, so you can see that. [00:35:00] See this is what happens when you have a test count. Just no. It’ll show your contact count there. It’s a way to just double check that. Okay, there are 50 people that have this tag, and then you come here, and you say hey, well 45 contacts, where did those five contacts go. Anybody know? Well the only time you’ll see that kind of discrepancy is that means that five of those are undeliverable. These are going to show [00:35:30] your deliverable contacts right here. These are going to show the contacts who will receive your email or who have the potential to receive your email.

Like I said, if in your tag, you see 100, and here you see 895, well that means there’s 105 contacts that have either unsubscribed or hard bounced that won’t receive your email. That’s how you send a campaign to a specific group of people with the tag, [00:36:00] and any criteria for that matter. When I went back here, and I created this [Ros 00:36:09] segment here, if I hit edit, I’m not limited to just this tag. I can add multiple conditions. I just want to let you know that. This is very much dynamic. If you saw, you see these pre-populated segments, these are all previous segments [00:36:30] I created, either at this screen or at this screen. Where you go into contacts, and you go to advanced search, and then do contact details. Tag. Like I say customer, and then do search. You see how it says save as segment. [00:37:00] I click save as segment. [Ros’s 00:37:04] customers. I name it. Give it a name. Then I got back, let me hit refresh. Now when I go down here, see that, [Ros’s 00:37:17] customers. I can now select that as a segment.

That’s how you create your segments, and this is how you send to a segment using a tag. Okay. Cool, cool. Rosalind, don’t [00:37:30] hesitate. Let me know if that doesn’t make any sense, or if it does, just type yes or no into the chat or the Q&A, and I’ll review whatever we need to review.

Back to Jessica, what we need to do here, everybody, recap. We need to stop communication or pause it. We need to wait until a certain date. Then you know what, now that I’m thinking about it, actually this is manual, too. [00:38:00] This is manual. This is manual, and this is … How about if I just change colors? This is manual. Of course this is manual, and this is automated. Okay. These steps. Manual, manual, automated. As we go on, perhaps, maybe this A can move up. We’ll see. I doubt it. [00:38:30] I have been proven wrong many times in the past. So we’ll see.

The first thing we need to do everybody, just follow me, because this is going to be valuable for all of you because you need a way to determine who’s receiving what communication beyond just a list. Well let me not say beyond a list. A list would be the easy way. Excuse me, so let’s say Jessica has a list [00:39:00] that says ongoing communication or whatever. Like fresh … What does she say? She has active subscriptions. She has a list that says active subscription. The reason why I don’t like to use lists is because if I move somebody from that list, it’s going to show as they unsubscribed, and they’re not really unsubscribing. I guess you could say that. They’re putting their subscription on pause. Maybe that works. Maybe that’s the easiest way. [00:39:30] Maybe that’s the easiest way.

Actually, I’m going to go with the list. I was going to use a custom field and show you how to create a custom field that has a status, whether they’re subscribed, unsubscribed or paused, and then based on that criteria, we could do some more automated things. But that’s a bit advanced. Let’s just do it the way the list goes. Here’s why I like the list, the list approach in this one. Who’s this? Jessica [00:40:00] subscription. I’m going to give her freshlifeorganics.com. I’ll give her some love here because you signed up.

Going to create this list. All right. Now I’m also going to go and this is just one way. I think this is probably the most straightforward way. I’m going [00:40:30] to copy this list, and then use … I don’t want to over complicate it doing a custom field subscription pause. Doing a custom field would be a lot more flexible, and you could argue very powerful, but I don’t want to throw that out there for the sake of it being confusing. I want you to understand exactly [00:41:00] what we’re doing because essentially we’re saying we need to stop communication or pause it. We need to wait until a certain date, and then we need to monitor the custom field for the start date, and essentially, what I didn’t put here is four.

Resume communication. This one will be automated as well, which is the benefit. [00:41:30] Anyways. Now we have this list, Jessica’s subscription. This is for everybody who is actively receiving the subscriptions. When she says I’m able to add them to my one bag drip campaign, but set the date they go through the automation for three months from now, there’s two things she could do. When someone subscribes, one of the advanced settings here is that you can resend the last [00:42:00] campaign to new contacts. The means when Jessica adds them to this list, they can get the last email, the last promotion that she sent out. That’s for first time people and if they’re added back. Any time they’re added, if we turn this on, they’ll receive the last email that was sent, which could be what she’s looking for as far as my [inaudible 00:42:23] campaign.

I just wanted to show you that option. Now any time someone joins the list, they’ll receive [00:42:30] the last campaign sent. What campaign did we sent from, Rosalind’s example, it was a group of people who shared a tag. Since they were on this list, when someone is added to this list, now that person will receive the latest email so they’re not left out. Okay, that’s an option. I’m going to turn it off for now because it’s just a layer of complexity.

Let’s just assume Jessica has all of these people in her subscription. In fact, we’re still [00:43:00] going to need that custom field. I’m going to use it anyway, ha ha ha. Ha ha, me. Manage fields. We’re going to manage fields, and we’re going to create a new custom field. This is going to be a radio button because you can only have one status. You can’t have more than one, so it’s a radio button. Here, look at this, subscription status. All right. Active. Oops. Active, inactive, and [00:43:30] paused.

Do you all see that? You can probably already see where I’m going with this. If they’re active, then that means they will be receiving the communication. If they’re inactive, that means they’ve unsubscribed at some point or clicked a link in an email that said I would like to no longe receive these types of emails. If they’re paused, it’s this case right here. [00:44:00] They say I’m traveling and out for a few months so we need to pause. All right, so those are the statuses that we have. Click add. Now that custom field is going to inform our automation what to do. So perhaps whenever someone, so let’s set up some automation, so now whenever someone subscribes …

This is actually really good. This is going to be quite the example, everybody. Whenever someone subscribes [00:44:30] to Jessica’s subscription, however they want to do it, and we’ll run this multiple times, since they’re pausing and resuming, they could come in and out. What we’re going to do is update the custom field subscription status to active. Right. That’s simple, everybody. And select active.

Now we’ve got an automation, Jessica active [00:45:00] subscription. Oh I spelled that wrong. Okay, so now we have an automation handling who’s active or not. Okay. I can do something else. If they unsubscribe. This is the problem by moving people between lists. I won’t use the second list for now. I’m bouncing all over the place, but just follow me. I’m figuring it out on the fly. [00:45:30] Let’s not use the second list yet. Let’s just say when someone is … That’s fine. Now we have active status.

What I’m going to do immediately, because this is the power of planning, everyone. We’re at 10:51. I’ve got nine minutes to explain this. If I go over five minutes, bear with me. I apologize if you have a hard stop at 11, but I really want to communicate [00:46:00] this. Now I’m going to mix in what Rosalind asked. We’re going to take it a level deeper.

Now here’s a question. For a date based trigger, does the field have to be updated to trigger automation or can it be triggered if the condition is met any day after the custom field. [Emron 00:46:20], you got it right. If the condition is met any time after the custom field, so you don’t have to continually update the custom field. You set it once, [00:46:30] and then you can use ActiveCampaign to monitor it by using the date based trigger. Here’s what we’re going to do. Yep. Cool, I’m glad that makes sense.

Here’s what I’m going to do. Rosalind, I’m piggybacking off of your question now. I’m going another step forward. The subscription status is [00:47:00] active. Okay. I’m going to do search. It should be absolutely nobody. Then I’m going to do save as a segment. I call this Jessica active subscribers. Okay. Say now I have it forever. Guess what, whenever someone subscribes and this is true, they’re going to automatically be added to this segment, so I [00:47:30] never have to worry about this again. When it comes time to send a campaign I go here, if I go to list, I don’t even have to worry about who I’m sending to. I just go down here to Jessica active subscribers, and my automation is going to tell me how to send these emails to and how is my automation going to tell me that, because for one, anybody who I subscribe is going to be set [00:48:00] to active. If someone emails and says hey I’ll be out for a few months, what do I need to do, so their contact record.

I need to go into their contact record. Alex emailed and said hey, not going to make it, I’m out of the office, so do what you need to do. I need to find the subscription status, I’m going to change it to paused. [00:48:30] I’m going to do that and hit save. Now when I go in and save the subscription status to paused, I should now have an automation that does some action, or do I? Let’s see. This is manual. What I’m going to do is I’ve got two steps I need to take. One is I need to pause them, and then I need to set [00:49:00] the date in which I want them to resume. I need to set that date. This is a manual process.

We said pausing was going to be manual, and setting the custom field was going to be manual. This was why. I need to determine based on your [inaudible 00:49:21] reply how far I want to pause. No me just changing the subscription status to pause is going to remove you from [00:49:30] this list of active subscribers, just by me hitting that. [Emron 00:49:39], I love where you’re going. I’m not going to let you spoil it, [Emron 00:49:43]. You fast thinker. But yes, this is essentially where we’re going. Now, that we’ve mapped this out, there may be a way to do all automated, these arrows. That’s what [Emron 00:49:55] is doing. [Emron 00:49:56] is already thinking on this green arrows level. I love it.

[00:50:00] Anyways, I just want you all to know just by me changing this subscription status, it removes them from the pool of people who will be receiving active subscriber communication. They’re just that simple. But now the next thing I need to do, and I’m going to use a date that I already have. I’m going to use event date, and I now I need to determine, okay, maybe they said two months. Maybe it’s not a few months. Maybe it’s a few weeks. [00:50:30] Let’s just do a few weeks and say August 17th.

Now August 17th, I have it as event date, but August 17th now becomes my resume date. I can easily create a custom date field that says resume date. Subscription resume date. Okay. Then I can set that date. Now with those two in place, I have everything I need to do what? To automatically [00:51:00] monitor and resume communication. Okay. Here’s where we’re at. I have everything, everything I need to monitor. Oh that’s little. But I have everything I need to monitor and resume these two. I’ve got everything. Everything I need to do those two effectively. Here’s what it will look like.

I drew a blank really [00:51:30] quick. Hold on. I’m close everybody. Three minutes. What do I want to do? Oh here we go. Automation. And what I need to do is run an automation that is looking at my date. So date based and on the event date, I’ll say. I could do before or after. If I wanted to use the [00:52:00] day that they reached out as the event date, I could then do … I can check 30 days after the event date. 30 days after, it’ll go. Anyways, I don’t want to do that. I’m sorry. I don’t even know why I did that.

On the contact’s event date, because I set it when I paused it. When I paused them, I set this date. Then I want to check daily, and I like to check at a time nobody’s really around. [00:52:30] I’m going to check every day at three a.m. in the contact’s time zone, and the second one is going to allow it to run multiple times a year. The first one means it can only be true once a year. So what I’m doing is every day, this automation is going to look and see are we on August 17th? Is it 17th? Nope. Is it August 17th? Nope.

It’s just doing that every day, and it’s checking it at three a.m., [00:53:00] and at the time where it is August 17th, because remember August 17th is the date that I used … Oops. There we go. August 17th was the date that I used to resume the communication. If we go event date, August 17th. This automation is now waiting to start on August 17th at three a.m.

[00:53:30] When that becomes true, Jessica resume subscription, so when that becomes true, this now starts. Now the first thing I want to do, I definitely don’t want to send communication at three a.m. in the morning. I want to wait until the current time is at least eight a.m. Let’s not punish people here. [00:54:00] At this point, remember it’s August 17th at three a.m. This is the time they should resume. Next, I’m going to wait until eight a.m. Then I can do whatever I need. I can start my [win back 00:54:19] campaign from this point on.

That’s exactly how I would do it in that case. When they reply, I go in, and I pause it manually, and then I set [00:54:30] the date. From there, my automation takes over. All right. Now, just quickly. We’re at 11, but I want to get to what [Emron 00:54:41] says. You could ask the contact to update the subscription. You could easily request this information from the contact. Of course you would have to know. You would have to have some means of knowing this is their intention, but if you did, you could easily send them a link to [00:55:00] a form that says when would you like to resume communication, and then check this out. If we did something like that … Jessica. If we did something like that, it could also serve a start trigger. Date field changes. Even date changes. Effort, we’ll say. Any [00:55:30] time it’s updated for the first time or every time, this could be a little dangerous though because … Yeah, this could be a little dangerous.

We would have to make sure we controlled every way the event had been updated. In fact, I wouldn’t add it here. Maybe I’d have a separate automation. Every time that event date gets updated, the status changes to pause. [00:56:00] We’ll just do it real quick. Why not? I’m sorry, everybody. I’m a little over booked. We are so close. I want to take you all to the finish line. So field changes, we’ll say event date, every time, add it our updated. We’re going to pause.

Okay. [00:56:30] How about that? Pause. So now we are going to say in my business, the only person who can set their resume date is the contact. So therefor, if the contact sets this resume date, we know it’s for a pause, because that’s the only reason why, and since they’ve set the date, it’ll now pause, and then my other [00:57:00] automation will kick in the database. It’ll wait for that day that they chose, and at eight a.m., it’ll resume. Now it’s all hands off, honestly at that point. So maybe in the communication, it has a link that says out of the office for a while, click here to pause your subscription and resume at another date, right at the end of every email. Now if somebody’s out the office, or they know they’ll be out the office, at least they have a way of [00:57:30] automatically clicking that link. It goes to a form. Maybe has their name, email, and what date they would like to resume communication.

At the point they submit that date, this automation fires off and changes their status to paused. Paused is going to remove them from being sent ongoing communication. This other automation is going to wait until that date they’ve picked, and when that [00:58:00] date they have picked has started, oh, and at eight a.m., what we want to do … That’s what I forgot. Is this. Subscription status to active. At eight a.m., we’re going to make them active on the date of their choosing. Wow. Look at how small these are. Real basic automations. I missed another …

Look at how small these are. They’re simple automations, [00:58:30] but look how much power is behind these three simple automations. It’s crazy. It’s all because we took the time up front to map everything out. We wrote it down and figured out this is manual, this is manual. In order to make those automatic, I have to give the customer control. How do I give them control? By using a link in an email that says need to pause your subscription? [00:59:00] Be out of the office for a while? Whatever copy or messaging. Then they click that link, it goes to a form. They fill out their date. They say I would like to resume my subscription on this date. They select the date, submit the form, the automation handles the rest.

Either way, it’s fine. If you prefer to go into the contact record, set it as pause, then set the event date yourself, that works as well. This [00:59:30] set up, you wouldn’t even need to set the status to pause because automation does it for you. Then now, oh I like this, because now what happens. What happens is when they … Oh we need one more. We need one more that says when they unsubscribe, change the status to inactive.

That’s the other automation. I won’t build that one out. Now if I just change the resume date, so now the customer can change it or I could change it. Either way, it [01:00:00] doesn’t matter who changes it, this is going to kick off and pause it for us. I don’t even have to select pause at the custom field.

This thing got really good really quick. Look how flexible that is now. I have options for the most part. I have options. It’s all based on the date I choose. All right. [Emron 01:00:23] says can we deal with getting them back to where they left off in the next webinar? Yes. We’ll use the has been sent functionality and maybe some other [01:00:30] things to talk about some strategies to let them pick up where they left off, if they’re in a campaign, and they say I’ll be out of the office, then yes, we want them to resume. Otherwise, if this is ongoing communication that you sent monthly, right when they get set to active, they’ll be right where they need to be.

We’ll go over that in the next webinar office hours. Thank you for hanging in there six extra minutes. I’m grateful for you all. I apologize [01:01:00] for going over just a little bit. I feel like this was very helpful in understanding. Hopefully, Jessica, as you’re watching this replay, it’s all making sense to you. With that being said, the next office hours is this Friday at one p.m. central. Would love to have you there. Please attend. Register, jump on, so that we can continue to dive deeper in your business and ActiveCampaign. [01:01:30] If you’re not going to be able to make it, there’s nothing wrong with sending in your questions ahead of time and watching the replay. You’re very welcome, Susan. [Emron 01:01:38], thank you for your questions. I know Rosalind left. A few other people weren’t able to make it all the way through. Thank you, everyone. Signing off. See you all Friday.