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Time-Based Automations Overview

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Forest Myers
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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.


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Creating DateTime Custom Fields

Time-based automations require DateTime fields.

To create a custom DateTime field, do the following:

  1. Click  12personas.png  User Menu > Settings in SharpSpring's top toolbar.

    Settings in the top navigation

  2. Click Custom Fields, located under Features in the left panel.
  3. Click Add Field > Lead Field.

    Create a new custom field
    Click to enlarge.
     
  4. Enter a name for the field in the Field Label text box.
  5. Click the Visible in Contact Manager checkbox.
  6. Uncheck the Editable in Contact Manager checkbox.
  7. Click the DateTime picker radial.
  8. Select the desired time format in the Merge Variable Format drop-down menu.
  9. Click the Create Field button.

    DateTime custom field settings
    Click to enlarge.
     


Creating Visual Time-Based Action Groups

You can create time-based action groups based around DateTime Custom Fields.

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.

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

  1. Click Automation > Action Groups in SharpSpring’s left toolbar.
  2. Click New Action Group.

    Create a new action group
    Click to enlarge.
     
  3. Click the Time-based checkbox.
  4. Click Get Started.

    Select time based

  5. Enter the name of your action group in the window that appears.
  6. Click Save.

    Name the actiong group
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  7. Select Lead as the Field Type.
  8. Select a custom DateTime field.
  9. Click Save.

    Set the field type as lead
    Click to enlarge.
     
  10. Click + Add in either the Before date of interest or After date of interest section in the window that appears, and select either Time Before or Time After.

    Add a time delay before or after the date
    Click to enlarge.
     
  11. Enter the desired unit of time and click OK.

    set the time interval

  12. Add actions, such as sending an email, before or after the time delays and repeating as necessary.
    Note: Action groups need to be a part of a visual workflow with triggers in order for the action group to fire.


    Add additional actions as needed
    Click to enlarge.
     


Creating Automated Email Reminder Workflows

You can use time-based automations to create email reminders.

To create an email reminder workflow, do the following: 

  1. In SharpSpring's left toolbar, click Automation > Visual Workflows.

    Visual Workflow in the left navigation

  2. Create or edit a workflow.

    Create or open a workflow
    Click to enlarge.
     
  3. Click + Add > Trigger under Start or an applicable workflow branch.

    Add a Trigger

  4. Select has the field in the Lead section. 

    Select has the field
    Click to enlarge.
     
  5. Type the name of the desired custom DateTime field in the Field Name text box.
  6. Select the desired DateTime option.
  7. Select the desired dates and times. 
  8. Select the desired operator in the Comparison drop-down menu.
  9. Click OK.

    Choose the field name and settings
    Click to enlarge.
     
  10. Click + Add > Action Group under the added trigger.

    Add am action group
    Click to enlarge.
     
  11. Type the name of the desired active time-based action group. 
  12. Click OK.

    select the desired action group

  13. Continue to edit the workflow as needed, and when it's complete set the Workflow Toggle to Active.

    Activate the workflow when ready



Available Date/Time Options

When creating Date/Time automation, the following options are available:

Option  

Description

Select Date/Time





All standard times that can be selected through SharpSpring's calendar date and time clock features.

Custom Date/Time

  

Allows for specific, custom dates and times to be entered. 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

Empty 





Removes the Date/Time date and time information entirely.

 


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.

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