Create a workflow

This article walks you through building a workflow in Flexmail, from creating the workflow to configuring each block type. Before you start, work through the planning steps in "Get

started with workflows" to make sure your goal, audience, and content are ready.

Prerequisites

• You have access to Automation > Workflows in your Flexmail account.
• You have sketched your workflow sequence on paper, trigger, blocks, wait times, branches.
• All messages you plan to send are created and ready in Campaigns > Messages.

Create a new workflow

1. Go to Automation, then Workflows.
2. Click Add new workflow.
3. Enter a name for your workflow and select a category.

4. Choose a workflow template or select Custom workflow to start from scratch.

   Templates provide a pre-assembled block sequence for common scenarios like welcome series and event follow-ups.

5. Click Add.

Configure the start block

Every workflow begins with a start block. This defines who enters the workflow and what triggers their entry.

1. Click the start block to open its settings.
2. Choose a trigger type, for example, "Contacts who subscribed via opt-in form", "Contacts who clicked a link", or "Contacts where a date field matches".
3. Select the specific form, campaign, interest, or field depending on the trigger type.
4. If you want existing contacts who already meet the condition to also enter the workflow, tick "Include all contacts that already meet this condition".
5. Add AND/OR conditions if you need to refine the entry criteria further.
6. Click Save.

Add blocks to the sequence

With the start block configured, click the + icon below any block to add the next step. Each block type is described below.

Send block, campaign

1. Click + and select Send campaign.
2. Fill in the campaign name and sender details.
3. Select the message from your message list.
4. Set the timing, immediately, at a fixed time or on specific days within a specific time frame.
5. Click Save.

Send block, internal notification

1. Click + and select Internal notification.
2. Enter the recipient email address, subject, and notification content.
3. Set the timing and click Save.

Internal notifications alert your team when a contact takes a qualifying action, a form submission, a link click, or any other trigger. This is how you bridge marketing automation to human follow-up.

Wait block

1. Click + and select Wait.
2. Choose between Date for waiting for a fixed time (minutes, hours, days, weeks) or waiting until a condition is met.
3. If waiting for a condition, select the trigger and optionally add a Date trigger to set a maximum wait time.
4. Click Save.

If/else block

1. Click + and select If/else.
2. Set the condition, interest subscription, field value, campaign interaction, form completion, and so on.
3. Two paths appear: Yes (condition met) and No (condition not met). Add subsequent blocks to each path independently.

Contact action block

1. Click + and choose the action: add to interest, remove from interest, update contact, delete the contact, add to blacklist.
2. Configure the action details and click Save.

Activate your workflow

When all blocks are configured, click Start workflow. From this point, contacts who meet your start block conditions will automatically enter the workflow.

Pro tips

• Name your workflow clearly before saving, "Welcome series, subscribers" is more useful than "Workflow 3". You'll thank yourself when you have 20 workflows running.
• Test with a small internal group first. Send test contacts through every path of the workflow, including both branches of any if/else blocks, before going live.
• Check the workflow results in the first week after activation. Look at how many contacts are in each block, whether any are stuck, and whether campaigns are performing as expected.

Common mistakes to avoid

• Referencing a message in a send block that is not final yet. The workflow will use it's local copy to send. Have all messages final and updated before activating.
• Leaving if/else paths without an end block or further action. Contacts on a path with no subsequent block will exit the workflow.
• Not checking "Include existing contacts" in the start block when you want your current list to enter the workflow. By default, only new contacts who meet the trigger will enter.

Next steps

• See "Workflow blocks and triggers reference" for a complete overview of all triggers and actions available.
• See "Edit active workflows" for guidance on modifying a workflow while it's running.
• See "Workflow examples" for eight ready-to-adapt scenarios.