All About Smart Automation & Workflows
All About Smart Automation & Workflows
DOJODIGI Team
Contents:
Benefits
Automation Logic & Basics
Setting Up an Automation Workflow
Building an Automation (Step-by-step Example Walkthrough)
Automation Ideas & Workflows
DOJODIGI Automation Expert
Automation Logs & Data
Automations Best Practices
DOJODIGI's smart Automation & Workflows feature is a game-changer for any business looking to streamline operations, enhance efficiency, and drive growth. Transform how you manage tasks, communicate with customers, and handle everyday processes. Let's explore the smart Automation & Workflows feature, its benefits, and how to implement it effectively.
How DOJODIGI's Automation & Workflows Benefit Your Business:
Boost Efficiency and Productivity: Automate repetitive tasks to save time and reduce manual errors. This allows your team to focus on high-value activities that drive growth and innovation.
Ensure Consistency: Automation ensures that every customer interaction follows a standardized process, leading to a consistent and professional experience across all touchpoints.
Guarantee Timely Follow-Ups: Never miss a follow-up with leads and customers. Automation ensures that follow-ups are done promptly, increasing engagement and conversion rates.
Enhance Customer Experience: Provide personalized and timely communication, which improves customer satisfaction and loyalty. Tailored interactions make customers feel valued and understood.
Make Data-Driven Decisions: Automated data collection and analysis give you valuable insights into customer behavior and campaign performance, helping you make informed, strategic decisions.
Reduce Operational Costs: Automation minimizes the need for manual intervention, reducing labor costs and increasing overall operational efficiency.
Scale Your Business Effortlessly: As your business grows, automation helps manage increased workload without requiring a proportional increase in resources. It provides the scalability needed to handle more customers and transactions smoothly.
Optimize Lead Management: Automatically categorize and prioritize leads based on predefined criteria, ensuring that high-value leads get the attention they deserve quickly.
Automation Logic & Basics:
What are Automation & Workflows?
Automation involves using technology to perform tasks without human intervention. Workflows are sequences of automated actions triggered by specific events or conditions. In DOJODIGI, these features allow you to automate repetitive tasks, manage customer interactions, ensure smooth operations and more. The possibilities are endless to suit your unique business needs.
Triggers and Actions:
What is a Trigger?
Triggers are events that start the automation process, such as a new lead, form submission, appointment booking, etc.
Here is a list of our workflow triggers
Custom HTML/CSS/JAVASCRIPT
Multiple triggers can be set for the same workflow
Eg) Funnel orders, website orders, payment links as triggers for an automatic invoice sending workflow + thank you emailWhat are Actions?
These are tasks performed automatically in response to triggers, like sending emails, updating contact records, assigning tasks, etc
Here is a list of our workflow actions
Custom HTML/CSS/JAVASCRIPT
Internal Tools & Conditional Logic:
Internal tools are action tools within DOJODIGI's automation & workflows that allow for more specific and nuanced workflow automations to suit your unique business needs.
Following is a table of our internal tools and an example usage for each tool.
Important Tip: You don’t need to know all of our automation features to get started! When building an automation workflow, always start off with a focus on your end goal and the logic process you envision. Then, use our handy search bars to find the automation features you need, and build your workflows efficiently and effectively!
Multi-Step Workflows:
Create complex workflows involving multiple steps and actions to handle sophisticated processes seamlessly.
Integration with Other Tools:
DOJODIGI integrates with various third-party tools, allowing you to automate across different platforms and centralize your operations. These tools include: Google Sheets, Google My Business, Google Analytics, Google Adworks, Slack, Facebook Messenger, Instagram, Whatsapp, OpenAI, etc
Do note that certain actions in our workflows involving third party tools may be chargeable per execution but this only applies to a minority of our workflow actions.
Additional costs are as follows
Workflow Premium Actions: 0.01USD per execution
ChatGPT AI Actions: 0.03USD per execution
Setting Up an Automation Workflow:
Building automation workflows is easy.
Step 1: Identify Your End Goal
Start with a clear objective. What do you want this automation to achieve? Whether it's capturing leads, improving customer engagement, or streamlining operations, knowing your end goal will guide every step.
Step 2: Plan Your Automation Logic
Map out your workflow. Consider drawing it out on paper to visualize the process. Determine the sequence of triggers, actions, and conditions needed to reach your goal.
Step 3: Start Building!
Dive into the creation process. Set your triggers and actions within the automation platform, aligning them with your planned logic. Test and tweak as needed to ensure everything flows smoothly.
Step 4: Save & Test your workflow
Click on "save" and "test workflow" button on the top right and select a contact to test it on(should be your own or your staff's) and see if your workflow is working fine. Do note that your forms, funnels, calendar links involved should be properly set up for this test and the actual workflow to work.
Step 5: Publish Your Workflow
Congratulations! Your automation workflow is now live and running!
Creating effective automation workflows is straightforward when you follow these steps. Identify, plan, and build—it's that simple!
Head to the automations tab
Folders help you store and organise your different workflows
Click on "create workflow"
DOJODIGI offers a selection of ready-made workflow templates designed to seamlessly integrate into your business operations. Explore our templates and find the perfect fit for your needs. Adapt them with ease and streamline your processes today.
Select a automation template or create one from scratch
Building an Automation (Step-by-step Guided Example Tutorial Walkthrough)
Though our automation builder is VERY user-friendly, we recommend you go through the following tutorial to get a better understanding on our builder logic(eg how to input conditions) and how to use our triggers and actions.
Example automation for guided tutorial:
Goal: Get incoming leads to book an appointment call through a series of strategic email follow-ups
Summary idea: If leads don't achieve our goal of having them book an appointment, emails are sent strategically depending on their activity until they do so.
Step 1: Login to DOJODIGI
Step 2: Navigate to the "Automations" tab
Step 3: Click on the "Create New Workflow" button.
Step 4: Name your workflow (e.g., "Lead Nurturing Workflow").
Step 5: Click on the "Add Trigger" button.
Step 6: In the trigger options, scroll or search for "Form Submission"
Step 7: Add a filter and select "form is" and in the next field to the right, select the appropriate forms. In this case it would be a form on your website that new leads can fill to contact you
Step 8: If you wish to add people who signed up for your newsletter into this workflow, feel free to add another trigger using the same steps above or if the newsletter signup was a form, add that form in as well using the same filter in step 7 without having to create a brand new trigger.
Step 9: Click "Save trigger" to confirm your trigger.
2. Adding the Initial Action
Now we will send them a welcome email with an appointment or calendar link.
Step 1: Click on the "+" icon to add an action after the trigger.
Step 2: In the action options, scroll or search for "Send Email"
Step 3: Choose "Send Email" and configure the email content:
Sender info (Tip: Use Custom Values to save the time!) Read more on Custom Fields and Custom Values here.
Subject: Welcome to [Your Business]!
Body: Include an introduction to your business and attach the lead magnet (e.g., eBook, discount code) & a calendar link to book a call.
Additionally you can make an email template beforehand and simply choose the template in this step
Step 4: Click "Save" to confirm the email action.
3. Wait
Now we will allow the lead some time to open and read the email before segmenting them into condition specific actions.
Step 1: Click on the "+" button and add a "wait" action
Step 2: Configure wait for to be "email event"
Step 3: select the email step as the email in the first action as above
Step 4: Select the email event to be open and clicked
Step 5: Configure the wait time to 3 days for this example.
4. Splitting into Conditions
Now we will split the workflow into different conditions depending on the lead's activity with our welcome email.
Step 1: Click on the "+" icon to add a condition after the "Send Email" action. Search for the "If/Else" action.
Step 2: Select "Events" as the condition type, then "Email Events" then is "opened" for the first condition
Step 3: Configure the condition:
Branch 1: If the email is opened.
Select "email event", "is" and "opened"
Branch 2: If the email appointment link is clicked
Select "email event", "is" and "clicked
None Branch: If the lead has not opened the emailStep 4: Click "Save" to confirm the condition.
Step 5: Make sure your branches are named clearly for workflow clarity5. Actions for Condition 1 (Email Opened)
Goal: To have these leads book an appointment
Step 1: Under Branch 1, click on the "+" icon to add an action.
Step 2: In the action options, scroll or search for "Send Email".
Step 3: Choose "Send Email" and configure the email content using the same steps as step 2. You may choose to add in stronger lead magnets or a personalised offer so that the lead would book an appointment(with the link in the email).
Step 4: Click "Save" to confirm the email action.
Step 5: Add a wait step to allow the lead some time to react to the email
Step 6: Click on the "+" icon to add a condition after the "Wait" action. Search for the "If/Else" action.
Configure Branch 1: select "contact details", "last appointment at" and select "is not empty"
Configure None Branch: Lead did not book an appointment
Step 7: Actions for Condition (If lead booked an appointment)
This step allows the lead to automatically be added into a pipeline. Read more on our CRM & Sales(Pipeline) Management here!
Click on the "+" icon to add a "Create/Update Opportunity" to add this lead into a lead prospecting pipeline
Fill in the pipeline details
Step 8: You may choose to add a "remove from workflow" action for leads under this condition(booked an appointment) as they have achieved our goals for this workflow. Before removing them from this, you may also add a "add to workflow" action to add them to another workflow specifically for clients
Step 9: None Condition (If lead has not booked an appointment)
The steps would be similar to the steps above for part 5. The idea is to send another email and wait and see if they have booked or not.
In the action options, scroll or search for "Send Email".
Choose "Send Email" and configure the email content using the same steps as step 2. You may choose to add in stronger lead magnets or a personalised offer so that the lead would book an appointment(with the link in the email).
Click "Save" to confirm the email action.
Add a wait step to allow the lead some time to react to the email
Click on the "+" icon to add a condition after the "Wait" action. Search for the "If/Else" action.
Configure Branch 1: select "contact details", "last appointment at" and select "is not empty"
Configure None Branch: Lead did not book an appointment
If the lead booked an appointment, add a "go-to" step to route them to the "create/add opportunity step" in Step 7 above.
If the lead still has not booked an appointment, you may choose to nurture them more in a similar way as the steps listed above. To copy the steps, click on the three vertical dots next to the first step you want to copy, select "copy" and select "copy all actions from here" and paste it in this branch.
Additionally you may assign this lead to a live sales agent for non-automatic follow-ups to secure the lead. Select the "assign to user" action.
If not, you may consider them a lost lead and add them to a database reactivation workflow (select "add to workflow" action), update their pipeline status as lost (select "create/update opportunity" action) or simply remove them from this workflow (select "remove from workflow" action)
6. Actions for Condition 2 (Email is opened and clicked)
Goal: We want to check if they have booked an appointment or not after clicking on the appointment link. If not, we nurture them with more follow-ups.
The steps will be quite similar for that in part 5. You may choose to simply copy and paste the actions. To copy the steps, click on the three vertical dots next to the first step you want to copy, select "copy" and select "copy all actions from here" and paste it in this branch.
7. Actions for Condition 2 (Email Not Opened)Goal: We want them to book an appointment. We nurture them with more follow-ups.
The steps will be quite similar for that in part 5. You may choose to simply copy and paste the actions. To copy the steps, click on the three vertical dots next to the first step you want to copy, select "copy" and select "copy all actions from here" and paste it in this branch.
8. Save & Test your workflowClick on "save" and "test workflow" button on the top right and select a contact to test it on(should be your own or your staff's) and see if your workflow is working fine. Do note that your forms, funnels, calendar links involved should be properly set up for this test and the actual workflow to work.
9. Publish Your WorkflowCongratulations! Your automation workflow is now live and running!
Automation Ideas & Workflows:
Infinite Possibilities with DOJODIGI Workflows and Automations
With DOJODIGI workflows and automations, the possibilities are endless. While we can't cover everything in this post, we're here to teach you the basics and the logic behind building your own workflows.
Our goal is to empower you to create customized workflows that effectively and efficiently meet your unique business needs. The best tip is to dive into the world of automation with DOJODIGI yourself and try it out to unlock your business's full potential.
The table below shows just some more simple example automations:
Automation Ideas & Workflows:
Infinite Possibilities with DOJODIGI Workflows and Automations
With DOJODIGI workflows and automations, the possibilities are endless. While we can't cover everything in this post, we're here to teach you the basics and the logic behind building your own workflows.
Our goal is to empower you to create customized workflows that effectively and efficiently meet your unique business needs. The best tip is to dive into the world of automation with DOJODIGI yourself and try it out to unlock your business's full potential.
The following are some example automations your business can enjoy on autopilot!
CRM & Sales Management
Payments & Invoices
Contact Management
Live Webchat
Websites, Funnels & Landing Pages
Email & SMS Marketing
Social Media Management
Reputation Management
Bookings & Appointment Management
Forms & Surveys
Reporting & Analytics
Membership & Courses
Ecommerce
Documents & Contracts
Affiliate Manager
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Automation Logs & Data:
In the automation builder, there are 4 tabs at the top under the automation's name - Builder, Settings, Enrollment History & Execution Logs.
Builder Page
Build your workflows effortlessly on the Builder page. Here, you can design intricate automations and view individual executions for specific actions. For example, when dealing with email actions, you can click on the action to see detailed statistics such as: Delivered, Opened, Clicked, Replied, Bounced
Settings
Configure your automation settings in the Settings section.
Some workflows, like a lead nurturing campaign, may require contacts to re-enter the workflow. This is particularly useful for recurring events or follow-up sequences where you want contacts to be able to re-enter and go through the workflow multiple times.
Another crucial setting is "Stop Workflow on Response." This stops the workflow if a contact replies or responds. For instance, in a customer support workflow, if a customer replies to an email, the automation will stop to avoid sending unnecessary follow-up emails.
Time Zones: Ensure your automations are timely and relevant by setting the correct time zones.
Sender Emails and Names: Configure the sender's email address and name to maintain consistency and professionalism.
Time Window: Restrict actions to specific times to avoid sending emails or messages during off-hours, ensuring your communications reach your audience at the optimal time.
Mark as read: This setting controls whether or not automated messages sent from a workflow are automatically marked as read in the conversation tab. By default, messages sent from a workflow appear as unread. If the 'Mark as Read' setting is enabled, all outgoing automated messages are automatically marked as read, helping to maintain a clean and organized conversation tab.
Enrollment History
View a history of all the contacts who have entered this Workflow and their workflow history (click on the time icon on the far right next to each contact)
Automation Logs
View a history of all executions performed by this Workflow
To view specific execution step details, click on the clipboard icon next to the specific step.
Automation Best Practices
Always Save Your Work: Regularly save your progress to avoid losing valuable data. This ensures your workflow is secure and up-to-date.
Always Test Thoroughly: Before deploying any automation, test it thoroughly. Run simulations to identify and fix any issues, ensuring your automation works flawlessly in real-world scenarios.
Always Name Your Steps Properly and Clearly: Give each step in your workflow a clear and descriptive name. This makes it easier to understand, manage, and modify your automations later on.
Start Simple: Begin with straightforward automations and gradually add complexity. This approach helps you build a strong foundation and prevents overwhelming errors.
Monitor and Adjust: Continuously monitor the performance of your automations. Use analytics and feedback to make necessary adjustments, optimizing efficiency and effectiveness.
Maintain Clean Data: Ensure your contact and data lists are clean and up-to-date. This improves the accuracy and performance of your automations.
Consider User Experience: Design your workflows with the end user in mind. Aim for timely, relevant, and non-intrusive communications to enhance engagement and satisfaction.
By following these best practices, you can create powerful, reliable, and efficient automations that drive your business success.
Useful links:
DOJODIGI Website: Dojodigi.com
DOJODIGI Automation Experts Website: Ae.dojodigi.com
DOJODIGI Learning Hub: Dojodigi.com/learninghub
All About CRM & Sales Management: https://dojodigi.com/post/all-about-crm-sales-management
All About Custom Fields & Custom Values: https://dojodigi.com/post/all-about-custom-fields-custom-values
Contact us at [email protected] for any queries you may have. At DOJODIGI, we pride ourselves in customer support & satisfaction.
