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BETA: Email Automations
Janine Borrega avatar
Written by Janine Borrega
Updated this week

This feature is currently in beta. If you have any feedback, please submit this form or reach out to our Support team at [email protected]

Automations can help eliminate manual tasks by enabling you to set up fully customizable actions based on unique triggers and conditions. This feature will let you:

  1. Scale campaigns in less time: Set up campaigns that run themselves - saving your team the bandwidth and reducing any lag in responses to creators.

  2. Optimize campaigns to drive ROI: Personalize your interactions with creators to optimize for your desired outcomes.

  3. Strengthen relationships with creators: Quickly partner with top creators and engage with their audiences to drive awareness and conversions without any extra work on your end.

How Automations Work

There are 4 key components:

  • Triggers (When) - an event that sets off the automation action. Triggers are mandatory and each automation can only have one trigger.

  • Delay (Wait) - the time between a trigger and when the condition(s) will be checked. Delays are optional.

  • Conditions (Check if all are true) - a set of rules that controls which members will be impacted by the automation action. Conditions will have a binary outcome (True/False) and can support logical operators (and/or).

  • Actions (Then) - the task that should be performed if the conditions are true.

Setting Up Email Automations

Within your project, go to Quick Links in the upper right-hand corner, then click on Automations to access your automation settings. Set up your email automations by following the steps below:

Step 1: Click “Add Automation”, then select from one the many pre-made email automation templates

The automation templates available include:

  • Brief reminder - When a member is sent a brief and has not accepted yet

  • Invite reminder - When a member is invited to a project and has not applied yet

  • Follow up after applying - When a member has applied to a project and has not been approved yet

  • Follow up after brief accepted - When a member signs a brief

  • Follow up after rejection- When a member is rejected from a project

  • Follow up after order delivery - When a member’s order is delivered (Note: you must be using the Product Fulfillment or Creator Product Selection stage within your project).

  • Order request reminder -When a member is sent an order request and has not completed it yet (Note: you must be using the Creator Product Selection stage within your project)

  • Follow up after acceptance - When a member’s application is approved for a project

  • Follow up after first deliverable is completed - When a member completes their first deliverable

Step 2: Edit delay

Select how long to wait before the automation action is executed. To edit the delay, click where it shows “7 days”. If you do not wish to add a delay, you may enter “0”. The maximum delay is 99 days.

Step 3: Add Condition

Conditions are rules that must be true in order to move to the next step. Some conditions will be locked by default and cannot be edited. To add additional conditions, click the “+” sign.

Select a Condition Type, then choose a data field and set the condition logic. For example, you can add a condition that the member must have at least X number of Instagram followers.

Step 4: Edit Action

Select the action you would like to automate after the previous steps are complete. We currently support email automations that are centered around sending reminders or following up with your members.

To make edits, click on the grey action box. You can choose which email address the automated message will be sent from. You may select from any shared emails connected to your account or an individual email, if applicable.

For invite and brief reminders, you can select “From Previous Sender” to use the email address that was utilized when sending the invite and/or brief. This will ensure that the email is sent within the same thread as the original email. If you choose another email, it will generate the email as a separate thread.

You can also view and select from any of your message templates to use for the email automation. You can further customize the email template in this section or by opening the template in another tab from this page.

Step 5: Set your Automation Live! 🚀

Click “Create” in the upper right-hand corner to set your automation live.

Run History

The Run History tab provides a report of all the tasks that were run across the project. This table provides you with all the members that were part of an automation, as well as their status.

How To Edit an Automation

To edit a automation, go to the project, then click "Quick Links" in the upper right corner. From there, select "Automations" and choose the automation you want to edit. Click "Edit Automation" in the upper right-hand corner to make changes, then click “Save” when you’re finished.

How To Disable an Automation

Within your automation settings, select the automation you wish to disable by hovering over it and clicking “View”, then select the 3 dots at the upper right-hand corner, and click "Turn Off".

Frequently Asked Questions:

What parts of the automation can be edited?

  • Additional conditions can be added to an automation

  • Email templates can be edited from the Automations set up section

  • The "send email from" setting can be changed- (Note: selecting a different email address than the previous sender will create a new thread)

What parts of the automation cannot be edited?

  • Customizing triggers is not currently supported.

  • Certain set conditions in different automations cannot be deleted

  • The default “audience” or who is part of the automation cannot be edited

When setting up automations, is the number of days under "Wait" using calendar days or business days?

The wait time is in calendar days.

Will automations apply to triggers, such as invite emails, that were sent before the automation was set live?

The automation will only apply to events that are triggered after the automation has been set live. For example, if you sent an invite last week and turn on the “Invite Reminder” automation today, it will not apply to the members you invited last week.

If a member has been sent multiple briefs, will the Brief Reminder include a link to the most recent brief we sent?

Yes, we will default to the most recent brief sent.

What happens if I delete a stage that corresponds to an automation?

If a stage is deleted from a project and an automation is turned on for that stage, the automation will be automatically turned off.

Is there a limit to the number of conditions we can add?

There is a maximum limit of 10 conditions per automation. This includes the locked conditions.

Will automated emails be visible on the member’s profile and within the Inbox?

All emails that are sent through automations will be visible on each member’s profile under “Messages”, as well as within the Inbox in the “Sent” folder. There will be a lightning bolt next to the message to indicate that that is an automated email.

How many automations am I allowed to use?

You will be able to add as many automation templates as you'd like to each project; however, you will only be able to use one automation template per project. For example, you can only use one "Brief Reminder" template for Project A. You can use another “Brief Reminder” template for Project B.

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