Note: Workflows are available as an additional element on the Standard and Premium plans, and can be added in Settings > Billing.
Workflows allow you to automate many of the manual tasks you need to do each day.
The on form submission trigger allows you to run workflows each time a particular Beacon form is submitted.
Filters
You add filters to only run the workflow when the form submission meets particular criteria, based on the kinds of records created:
For example, if you wanted to only trigger a workflow for donations through a donation form that were more than £100, you would add the following payment filter:
For donation forms, you can also filter the workflow to only run for single or recurring donations:
Note: When creating a workflow that's triggered by a donation form, it's a good idea to think of the filters between Subscriptions and Payments as 'or' filters instead of 'and' filters.
For example, let's say you allow donors to choose the Fund they donate to. If you want to trigger a different action depending on the Fund a donor choses, you should filter for Fund on Payments and on Subscriptions.
Actions
Each time a form is submitted, what actions would you like to take? Currently it's possible to run the following actions when forms are submitted:
Send email
You can send an email to any email address, passing in data from the form where appropriate. This is useful if you'd like to send notifications to people who aren't users of your Beacon database, or where you'd like different people to be notified in different circumstances (e.g. sending notifications of additional donations from a membership or event registration form).
You can send emails to a specific email address:
Or to the emails listed in a particular email field on the records related to the form submission:
Note: If multiple email addresses exist in this field, then all of them will receive the email.
Export to Mailchimp
If you're have the Mailchimp app installed, you can use a workflow to automatically subscribe people who submit a Beacon form into one of your audiences.
This is particularly useful if you'd like to automate an email drip campaign to your supporters.
Export to Dotdigital
If you have the Dotdigital app installed, you can use a workflow to automatically create people who submit a Beacon form as contacts in your Dotdigital account.
This is particularly useful if you'd like to automate an email drip campaign to your supporters.
