Here are some frequently asked questions about Workflows:
- What is the meaning of Trigger in Workflows? And how is it different from Trigger in Journeys?
Answer:
The Trigger Node in Workflows is a workflow starting point that defines conditions for when a workflow activates, using field selections with "Having Value" and "Changed To" parameters to monitor specific value changes. In Journeys, "Trigger" referred to scheduling options for touchpoint delivery with five types: None, On a date (single sending), On a date - batched, On a date - recurring, and On change (when field values change), each with various timing and frequency settings.
- What is the difference between Trigger and Scheduling in Workflows?
Answer:
- Trigger defines the conditions that initiate a workflow (e.g. when field values change to specific values). It focuses on what event starts the process (e.g., when a candidate's status changes to "Interview") and answers "what activates the workflow". Examples include status changes, field updates, and specific value matches. The default condition is "New member added," and there can be field-based conditions.
- Scheduling determines when the first action after triggering will execute. It controls the timing of the subsequent action and answers "when should the action happen". Options include Trigger Now (immediate), Static Date (specific date/time), and Date Field with offset (variable-based timing).
| Trigger | Scheduling |
Default condition - New member added Field-based condition - One meeting specific field criteria |
- What is the difference between a Path node and a Split node?
Answer:
- Paths allow records to follow multiple branches simultaneously if they meet different conditions. For example, a candidate could receive both a qualification email and a reminder if they satisfy the conditions for both paths.
- Splits create mutually exclusive branches where each record goes down only one path. The system evaluates conditions in order (If, Else If-1, Else If-2, etc.), and once a record meets a condition, it follows that branch only and isn't evaluated for subsequent conditions. Any records not matching specified conditions follow the "Else (Rest of all)" path. There is no scope in case of the selection of an Entity Variable in a Path; the condition will be checked indefinitely. Scope helps manage workflow timing effectively.
- What is scope in Path and Split?
Answer:
Scope in a Path or Split node determines how long a record waits before moving forward, ensuring enough time for conditions to be met. It helps manage workflow timing effectively.
Scope applies only when the selected variable comes from the previous node context (e.g., ABT event). It does not apply if the variable is from Entity Data (EMS).
Scope for Previous Node Context variable For example, if a workflow waits for a user to open an email within 3 days:
- If opened within 10 days, they move forward immediately. (Email Opened = True)
- If not opened, they follow a fallback path. (Email Opened = False)
Screenshot in Path
Screenshot in Split
Scope for Entity Variable
There is no scope in case of selection of Entity Variable, the condition will be checked indefinitely.
- What is the difference between Update Info and Note write back nodes?
Answer:
Update Info node modifies specific fields in a record, including linked persons (e.g., changing record ownership).
- Write ATS note node logs activity details or custom notes in the ATS (e.g., email history or candidate notes). Update Record changes data, while Note Writeback records information for tracking purposes. In note, within node writeback, an ABT event is required to perform the writeback.
- Do people leave a path after entering if the condition does not hold true after entering the path?
Answer:
Once an entity record enters the path, it progresses through subsequent nodes based on the defined rules and criteria, provided it remains part of the assigned list. If the entity record no longer meets the list's criteria and is removed, it will also exit the workflow.
- Will a record be active in a Workflow if they have moved out the list attached to the workflow?
Answer:
No, records will remain part of the workflow as long as they are part of the list.
- On whom do we calculate the suppression?
Answer:
Suppression is calculated on the recipient entity. If communication has not gone via email/sms/voice due to suppression settings, the entity record does not move forward in the workflow and hence will not receive any subsequent communication.
- Is ABT enablement required for variables to appear in Previous Node Context?
Answer:
Yes, currently enabling ABT is a pre-requisite for Previous node context to appear. For example, Chatbot ABT can be enabled separately, and Email ABT can be enabled separately. Logical nodes can use ABT events to decide the next course of action and the flow of audience members.
- Do we have an upper limit for Splits and Paths?
Answer:
Yes, a maximum of 7 paths and splits can be created at a given level. If more paths/splits are required, users can create an additional 7 paths and splits in the next level and subsequently keep scaling.
- Can the system automatically detect whether a phone number is a landline or mobile, and accordingly switch to the appropriate number when executing actions like SMS or WhatsApp?
Answer:
No, the system cannot intelligently switch from a Landline number to a Mobile number. It is recommended for users to review the node and add the right phone number field. WhatsApp is used for automated communications to candidates outside the United States.
- Does Survey link be active and tracked even after workflow/journey is de-activated?
Answer:
Yes, the Survey link in Journey and Workflow will be active, and the tracking will also be available even if the Journey/workflow is de-activated.
- Is it possible to Note Writeback to Static email ID?
Answer:
- Is it possible to schedule email/SMS to 1st of every month?
Answer:
Yes, it's possible in Workflow but not in Journey. In Workflow, you can schedule an email/SMS for the 1st of every month by setting a static date as the 1st of a month and then enabling the repeat option to occur every 1 month.
- What is the limit for overriding custom blackout?
Answer:
The maximum duration for Journey is 12 hours, and for Workflow, it is 15 hours. In the Workflow Settings, you can set frequency limits and blackout settings for an entire workflow. Blackout Days can also be enabled on individual nodes.
- Does the entity record move forward/downstream in Workflow in case email, SMS, or voice communication is not sent?
Answer:
No, if communication has not been sent via email/sms/voice due to suppression settings, the entity record does not move forward in the workflow and, hence, will not receive any subsequent communication.
- How to differentiate between vertical and horizontal Paths?
Answer:
- Whenever you want communication or a set of events to go one after another (sequentially), you would have a vertical flow. For example, in post-placement activity, you need to send all the events sequentially one after the other, and they need to follow a specific sequence based on the date beginning and the end. This should be done in horizontal flow using paths in between to check the conditions at the beginning and end.
- A horizontal flow using paths in between to check conditions can be used for scenarios where events need to follow a specific sequence based on a date. For example, consider the DB Cleanup activity. Here, you need to check for possible locations/departments/users in one go before proceeding with the next steps. This will be a horizontal path flow.
- How can I add a node between two existing nodes in a workflow?
Answer:
You can easily insert various nodes into an existing workflow between two nodes without having to delete or recreate parts of the workflow. To add a regular node (Email, SMS, Delay, Path, Candidate Match Node), click on the "+" icon between two nodes and select the node type. For a Split Node, click the "+" icon and select "Split Node"; a window will appear asking where to move the existing output node (If or Else). You need to save to confirm the addition of the node. The workflow must have at least two nodes already in place, and the insertion point must be between nodes with a single input and single output (not between a Split Node and its subsequent branches).
- What is the Trigger Node and how does it function?
Answer:
The Trigger Node is the starting point for your workflow. You define the initial conditions that will set your workflow in motion. It initiates the workflow based on specific conditions or events, such as field value changes. For example, a trigger node could start a workflow when a candidate's status changes to "Hired". There is a default rule when a new member is added to the audience list, and you can also add triggers based on value changes in specific fields.
- What are Logical Nodes used for?
Answer:
Logical Nodes help you set up conditions and rules in a Workflow to make decisions based on past actions or inputs. These conditions help decide what happens next in the workflow. Types of logical nodes include Paths, Delay, and Split nodes. Paths route records based on specific conditions, and candidates can follow multiple paths simultaneously if they meet different conditions. Delay introduces a wait time between workflow steps. A Split node divides the workflow into mutually exclusive branches. Logical nodes can use EMS values and ABT events from previous nodes.
- What is the purpose of the Activity Tab within a node?
Answer:
The Activity tab provides you with the ability to track past data and future schedules in near real-time. This helps you understand what events have been scheduled, sent, and possibly delivered. You can filter data by date and search for records by name in the Activity tab. Clicking on a candidate name will take you to their People page. For SMS Chatbots, the activity tab provides insights into the performance of the first SMS in each interaction.