Setting Up Automation Workflows

Automation workflows send the right email at the right time without manual effort. Set up welcome series, donation thank-yous, and re-engagement campaigns that run automatically.

Build automation workflows with triggers, actions, and conditions

What you'll learn

• How automation workflows work

• Creating trigger-based sequences

• Common automation use cases

How Automation Works

Automations have three parts:

• Trigger - What starts the sequence

• Actions - What happens (send email, add tag, wait)

• Conditions - Rules for who continues

Creating an Automation

Open Automation Builder

Go to Outreach → Automations and click Create Automation.

Choose a Trigger

Select what starts the automation:

• Contact added - New signup or import

• Tag added - Specific tag applied

• Form submitted - Volunteer form, survey

• Donation made - Any or specific amount

• Date-based - Anniversary, birthday, election day

Add Actions

Build the sequence of actions:

• Send email - Choose template

• Wait - Pause for hours/days

• Add tag - Tag the contact

• Update field - Change contact data

• Send notification - Alert team member

Choose from a variety of actions to build your automation sequence

Set Conditions

Add branching logic:

• If opened previous email → Send next message

• If not opened → Send reminder

• If clicked → Add "engaged" tag

Activate

Review the workflow and click Activate to start it running.

Test Before Activating

Add yourself as a test contact to verify the automation works correctly before going live.

Common Automation Types

Welcome Series

For new email signups:

• Immediate: Welcome and thank you

• Day 2: Introduce the candidate/campaign

• Day 5: Share how they can help

• Day 7: First ask (volunteer or donate)

Donation Thank You

For new donors:

• Immediate: Receipt and thank you

• Day 3: Impact of their donation

• Day 14: Upgrade ask (if not recurring)

Event Follow-Up

After event attendance:

• Same day: Thank you for attending

• Day 2: Share photos/highlights

• Day 5: Next action opportunity

Re-Engagement

For inactive subscribers:

• After 60 days inactive: "We miss you"

• Day 7: Compelling update

• Day 14: Final chance or unsubscribe

Managing Automations

Monitor automation performance:

• How many contacts entered

• Completion rate

• Email performance at each step

• Drop-off points

Avoid Over-Automation

Too many automated emails feel impersonal. Use automation strategically, not for every communication.

Monitor how contacts flow through your automation workflows

Next Steps

• How to Create Email Templates

• How to Build Audience Segments

• Viewing Outreach Analytics