Articles in this section

Time-Based Automations Overview

Avatar
Forest Myers
  • Updated
Follow
Time-based workflows allow you to automate many different processes. With a time-based workflow, you can set an action to occur when a user, visitor, or other party engages with your content in a specific way. Setting up an automated time-based workflow to take the place of having to manually respond to every engagement or interaction will save an untold amount of time and, ultimately, help your bottom line. This article will provide an overview on time-based workflow content, as well as how to tie time-based action groups—or action groups based on a specific date and time field—into SharpSpring's other automation processes.


Article Contents

     Available with:    
  Marketing Automation ✓  
  CRM Ultimate    
  CRM PRO    
  CRM Free    
        
  Toolbar:    
01NavMarketing.png
       
  Users:    
  Administrators ✓  
  Company Managers ✓  
  Marketing Managers ✓  
  Sales Managers    
  Salespersons    
  Jr. Salespersons    
 


Creating DateTime Custom Fields

Time-based automations require DateTime fields. To create a custom DateTime field, do the following:

  1. In SharpSpring's top toolbar, click
    New > Custom Field.
  2. Click Add Field >  Lead Field.
  3. In the Field Label text box, enter a name for the field.
  4. Click the Visible in Contact Manager checkbox.
  5. Uncheck the Editable in Contact Manager checkbox.
  6. Click the DateTime picker radial.
  7. Click the Create Field button.
  


Click to enlarge.


Creating Visual Time-Based Action Groups

To create a time-based action group in the visual editor, do the following:

  1. In SharpSpring’s top toolbar, click
    New > Action Group.
  2. In the window that appears, enter the name of your action group.
  3. Select the Use visual editor toggle.
  4. Click the checkbox next to create a time-based action group.
  5. Select a custom DateTime field.
  6. Click Add Action Group.
  7. In the window that appears, in either the Before date of interest or After date of interest section, click +Add.
  8. Depending on the section, select either Add Time Before or Add Time After.
  9. Add actions before or after.
  10. Repeat as necessary.
  

Click to enlarge.
Important: The Visual Workflow Builder is not supported in Internet Explorer 11. Use one of the other browsers supported by SharpSpring to create visual workflows.
Note: Action groups need to be a part of a visual workflow with triggers in order for the action group to fire.
 


Creating Legacy Time-Based Action Groups

To create a time-based action group, do the following:

  1. In SharpSpring's top toolbar, click
    New > Action Group.
  2. Select the Use legacy editor radio button.
  3. Click the Create a time-based action group with the custom date/time field checkbox.
  4. In the drop-down menu, choose an applicable DateTime field.
  5. Click Add Action Group.
  6. In the When and what section, change after to before.
  7. In the When and what section, select send the email. 
  8. In the When and what section, type the name of the email.
  9. Click Add Action.
  10. Repeat as necessary.
  11. Click Save Changes.  
  


Click to enlarge.


Adding Time-Based Primary Actions

To add a primary action to an action group, do the following: 

  1. Create an action group.
  2. Select a period of time after start.
  3. Select the action to take. 
  4. Type the name of the confirmation email you want to send.
  5. Click Add Action. 
  6. Repeat as necessary.
  7. Click Save Changes.
  


Click to enlarge.
Note: Zero minutes after start will have this action group begin immediately.

 


Adding Time-Based Additional Actions

To add additional actions to an action group, do the following:

  1. Create an action group.
  2. In the When and what section, select a period of time after start.
  3. In the When and what section, select change lead field. 
  4. Select an applicable time-based lead field. 
  5. Select one of the following options:

       •   Select another date/time
       •   Date when the action is triggered
  6. Enter the DateTime value you would like the action group to apply to the custom field.
  7. Click Add Action.
  8. Repeat as necessary.
  9. Click Save Changes.  
  


Click to enlarge.
Note: Zero minutes after start will have this action group begin immediately.


Creating Time-Based Tasks

To create a task, do the following:

  1. In SharpSpring's top toolbar, click New > Task.
  2. In the pop-up window, enter a name for the task.
  3. Click Add Task. 
  4. In the Triggers and Filters section, in the When the contact field, select fills out the form. 
  5. Type the name of the desired form.
  6. Select the form.
  7. Choose at any time. 
  8. Click Add Rule. 
  9. In the Action Groups & Actions section, type the name of an appropriate time-based action group.
  10. Select the action group.
  11. Click Save Changes.
  


Click to enlarge.


Creating Email Reminder Tasks

To create an email reminder task, do the following:

  1. Create a new task.
  2. Within the Triggers & Filters section, select Add the Trigger.
  3. In the When the contact field, select the trigger has the field. 
  4. Type the name of a field.
  5. Select the field.
  6. In the changes to field, add a date and time. 
  7. Select an operator.
  8. Click Add Rule. 
  9. In the Action Groups & Action section, type the name of a time-based action group. 
  10. Select the action group.
  11. Click Save Changes. 
  


Click to enlarge.
Important: The date and time should be entered in the following format:

YYYY-MM-DD hh:mm:ss

This format requires a four-digit year value, a two-digit month value, a two-digit day value, a two-digit hour value, a two-digit minute value, and a two-digit second value.

 


Frequently Asked Questions

Q: What are the differences between action groups and branches?
A: Reusable action groups are a collection of standalone events that can be referenced within a visual workflow or be manually scheduled to a list. Branches are not action groups. Branches refer to a collection of actions created for use only within a visual workflow. As the name implies, this collection of actions branch out from the action group and are dependent upon additional criteria in order to function. Branches will not be added as reusable, standalone action groups.

Q: When is the cut-off period is for contacts entering the action group and receiving reminder emails?
A: Contacts will receive an email if they join the action group within 48 hours of the date and time of the event.

Q: I used a date field in my time-based action group, but something is not right. What am I doing wrong?
A: Often, a date field is used in place of a DateTime field. DateTime is required.

Q: Can I create a birthday email?
A: Yes. However, SharpSpring does not have a birthday custom field. You would have to manually change the DateTime field to reflect the birthday period. The year would have to be the current year or the next year the individual has a birthday. Consider the following example:

DateTime field has XX/XX/2018 00:00:00
The Action Group is
`one week after DateTime field send email "Birthday week"`

Q: How do I change the format of the DateTime field?
A: You can change this field in the Custom Field Manager.
 


Ready to Learn More?

Related articles

Comments

0 comments

Article is closed for comments.

×

What's wrong with this help article?

Still didn't find what you are looking for?