Manage Subscribers in an Automation Workflow

This feature requires Author user level or higher and is part of paid features.

After you start an activity-based Automation workflow, you may want to add or remove subscribers, or give your subscribers more control over which workflows they receive.

In this article, you’ll learn how to view subscribers in a workflow queue, change a workflow’s recipients, and add a merge tag to your campaigns or automated emails so subscribers can choose to join or leave a workflow.

Before You Start

  • Join and Leave Workflow merge tags and the ability to add or remove subscribers from a workflow are only available for activity-based workflows. Unlike date-based workflows, activity-based workflows are triggered by the actions of a subscriber, such as when they join a list or purchase a product. 

  • To add a subscriber to a date-based workflow, they need to have data in the date field used to trigger the workflow. To remove a subscriber from a date-based workflow, you’ll need to delete the date data from their subscriber profile.

  • After a subscriber completes an activity-based workflow, we continue to hold them in the workflow queue. Although this means someone can only move through a certain workflow once, it also means they’ll receive any  new emails you add to the end of the workflow.

View Subscriber Queue

When a subscriber meets the trigger criteria in an active workflow, they’ll appear in the sending queue of each email as they move through the Automation workflow. After a subscriber gets one email in the workflow, they’ll move into the next email queue. 

To view the subscriber queue, follow these steps.

  1. Navigate to the Automation page.

  2. Click Edit next to the Automation workflow you want to work with.

  3. Navigate to the Emails step.

  4. Find an email on the timeline, and click the Queue link.
    click queue

In the pop-up modal, you’ll see all the subscribers in the queue, as well as the date and time they’ll receive the email.

subscribers in queue

Add Subscribers to an Automation Workflow

You may need to add subscribers to a workflow if your trigger specifications disqualify certain members of your list, but you still want them to receive the workflow. For example, you want existing subscribers to receive a workflow, but your trigger is list signup.

You can add subscribers to any activity-based workflow, except ones that are in a draft state. Subscribers who have been removed from a workflow, or have removed themselves from a workflow, can’t be added back.

To add a subscriber to your Automation workflow, follow these steps.

  1. Navigate to the Automation page.

  2. Find the Automation workflow you want to work with, and click Edit.

  3. Navigate to the Emails step.

  1. Click Add Subscribers To Workflow.
    add subscribers to workflow
  2. Choose to add your entire list, add subscribers from a saved segment, or subscribers who match certain conditions.
    Screen that shows options with radio buttons. Options include Entire List, Subscriber is member of saved segment, and Subscribers match the following conditions.
  3. Click Refresh count to see the number of subscribers who will be added to your workflow based on your selection. Click the subscriber count to see a list of those subscribers, to make sure it contains who you want to add.
  4. Click Add Subscribers To Workflow.
    add subscribers to workflow

Subscribers will be added to the first email’s queue, and will move through the workflow.

To add a single subscriber, choose Subscribers match the following conditions, set the drop-down menus to Email address | is, and type in the email address.

Remove Subscriber from an Automation Workflow

If you no longer want a subscriber to be in an activity-based Automation workflow, you can remove them. After a subscriber is removed from a workflow, they can’t be added back.

To remove a subscriber from your Automation workflow, follow these steps.

  1. Navigate to the Automation page.

  2. Find the Automation workflow you want to work with, and click Edit.

  3. Navigate to the Emails step.

  1. Click Remove Subscribers From Workflow.
    Cursor clicks link that says Or remove subscribers from workflow.
  2. Choose to remove all subscribers in your workflow, subscribers in a saved segment, or subscribers who match certain conditions.
    Screen that shows options with radio buttons. Options are All subscribers in workflow, Subscriber is membe of saved segment, and Subscribers match the following conditions.

  3. Click Refresh count to see the number of subscribers who will be removed from your workflow based on your selection. Click the subscriber count to see a list of those subscribers, to make sure it contains who you want to remove.
  4. Click Remove Subscribers From Workflow.
    Cursor clicks link that says Or remove subscribers from workflow.

To add a single subscriber, choose Subscribers match the following conditions, set the drop-down menus to Email address | is, and type in the email address.

Add Leave Workflow Merge Tag

Sometimes a subscriber may lose interest in a workflow and want to leave without unsubscribing from your whole list. Add a merge tag to campaigns or automated emails to create a link for subscribers to remove themselves from a workflow. After a subscriber leaves a workflow, they can’t be added back to the workflow.
To add a Leave Workflow merge tag to your automated email, follow these steps.

  1. Navigate to the Emails step for the Automation workflow you want to work with.
  2. Add an email to your workflow, or click Pause & Edit if you want to work on an active automated email. This will pause your email until you make your edits and resume it.
  3. Click Edit Email.
  4. In the Email Designer, navigate to the Design step.
  5. Click the text content block where you want to add the merge tag.
  6. Add the text you want to link, like “Remove me from this email series.”
  7. Highlight the text, and click the Link icon.
    Screen of toolbar in a Text content block, with cursor clicking the Link icon.
  8. In the Insert or Edit Link modal, paste or type in this merge tag in the Web Address (URL) field.
    *|AUTOMATION:WORKFLOWREMOVEURL|*
  9. Click Insert.
  10. Click Save & Close.
  11. Click Save and Return to Workflow.
  12. Click the drop-down menu to the right of the Edit Email button, and click Resume.

You may want to review the Automation Landing Page in the Form Builder. This is the page subscribers will arrive on when they click the removal link in your email.

Add Join Workflow Merge Tag

If you manage several workflows, you may want to promote them to other interested subscribers. Add a Join Workflow merge tag for each workflow you want to promote in regular campaigns or automated emails.

Subscribers can only join workflows if they are on the list associated with the workflow. Before you add the merge tag to your campaign or automated email, you'll need to make a note of the unique Automation workflow IDs for the workflows you want to include. Each merge tag can contain only one workflow ID, but you can include as many Join Workflow merge tags as you want.

Find Workflow ID

To find the workflow ID, follow these steps.

  1. Navigate to the Automation page.
  2. Find the Automation workflow you want to work with, and click Edit.
  3. In the URL for the page, find the number after id= and write it down.
    Screen of a URL bar in a web browser window, with the URL for the Automation workflow with the ID number highlighted.

Add Join Workflow Merge Tag

To add a join workflow merge tag to an automated email, follow these steps.

  1. Navigate to the Emails step for the Automation workflow you want to work with.
  2. Add an email to your workflow, or click Pause & Edit if you want to work on an active automated email. This will pause your email until you make your edits and resume it.
  3. Click Edit Email.
  4. In the Email Designer, navigate to the Design step.
  5. Click the text content block where you want to add the merge tag.
  6. Add text that you want to link, like "Add me to this email series."
  7. Highlight the text, and click the Link icon.
    Screen of toolbar in a Text content block, with cursor clicking the Link icon.
  8. In the Insert or Edit Link modal, paste or type in this merge tag in the Web Address (URL) field.
    *|AUTOMATION:WORKFLOWADDURL(campaign_id)|*
  9. Replace campaign_id with the workflow ID you wrote down, and click Insert.
    Insert and Edit Link Modal with the example merge tag pasted into the Web Address field, and the cursor clicking Insert.
  10. Repeat steps 5–9 to add Join Workflow merge tags for any additional workflows you want to include.
  11. Click Save & Close.
  12. Click Save and Return to Workflow.
  13. Click the drop-down menu to the right of the Edit Email button, and click Resume.

Join Workflow merge tags also work in regular campaigns. Navigate to the Design step in the Campaign Builder, and follow steps 4-10 previously mentioned to add the merge tag to your regular campaign.

You may also want to review the Automation Landing Page in the Form Builder. This is the page subscribers will arrive on when they click the removal link in your email.

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