19 Replies Latest reply on Mar 22, 2017 3:37 PM by Joey Forcelli

    Automate email on date field

    Amanda Zoeller

      Goal of my email campaign is to email internal employees a survey at the following anniversaries:

      • 6 month
      • 1 year
      • 2 year
      • 3 year
      • so on...

      I have created the following Marketo fields:

      • Employee First Name
      • Employee Email Address
      • Employee Start Date (date field)

      I want to set up my smart list to trigger and send the emails on the anniversaries above. Im just not sure which criteria to use to grab exactly 6 months ago (or 1 year ago) because it makes you pick a specific date. We want this to be triggered and always running...

       

      Screen Shot 2017-02-28 at 1.23.15 PM.png

       

      I called Support and they tried a work around using the Wait step in the flow but that won't work because not everyone started on the same day (obviously).

       

      Screen Shot 2017-02-28 at 1.45.04 PM.png

       

      Any help or insight would be awesome, thank you!

        • Re: Automate email on date field
          Joey Forcelli

          Hey Amanda,

           

          You are on the right track, you need to setup a trigger campaign to add the new employee leads to the program and then use the advanced wait step to deliver you emails.  Depending on how your data is coming in (new lead is created with all fields available vs new lead is created, fields updated at a later date) your trigger will change.  Here is how I would set it up for new leads with all three fields available:

          • Employee Survey Program
            • Smartlist: New lead is created AND employee start date is not blank.
            • Flow:
              • Wait: wait 6 months after {{lead.dcemployeestartdate}}
              • Send Email:  6 month survey
              • Wait: wait 6 months
              • Send Email: 1 year survey
              • Wait: wait 1 year
              • Send Email: 2 year survey

           

          Hope this helps.

           

          J

          1 of 1 people found this helpful
            • Re: Automate email on date field
              Amanda Zoeller

              Hi Joseph,

               

              Thanks for writing back so quick! I was thinking something similar but I didnt know if it had the logic to handle date fields from previous years...meaning if I have imported a current list of employees with a start dates ranging back for example of 3/1/2015 when this campaign runs will it send the 2 year survey on 3/1 of this year?

                • Re: Automate email on date field
                  Joey Forcelli

                  Hey Amanda,

                   

                  Ahhhh, it's tricky but I think we can still make it work.

                   

                  So, with how the wait step works, if the date has already passed (6 months after start date) then the wait step is skipped all together but the next flow action still happens (in this case sending the email).  So under the setup I outlined above, an employee with a start date of 3/1/2015 would receive the 6 month right away then wait as outlined.

                   

                  To overcome this, you can add the date token to all the wait steps as you outlined and add a choice to each of your email flow steps with constraints around who can receive the email.  For your 6 month email choice 1 would be "dc employee start date" in past "181 days" send email: 6 month survey.  The default choice would be to do nothing.  Again, using the employee with the 3/1/2015 start date as an example, he would not receive the 6 or 12 month survey because his start date was not in the last 6 to 12 months.  Instead he would skip the first couple steps and be waiting to receive his 2 year survey on 3/1/2017.

                   

                  Updated Campaign Map:

                  Employee Survey Program

                  • Smartlist: New lead is created AND employee start date is not blank.
                  • Flow:
                    • Wait: wait 180 days after {{lead.dcemployeestartdate}}
                    • Send Email:
                      • Choice 1: if "DC employee start date" in past 181 days, send 6 month survey
                      • Default: do nothing
                    • Wait: wait 365 year after {{lead.dcemployeestartdate}}
                    • Send Email:
                      • Choice 1: if "DC employee start date" in past 366 days, send 1 year survey
                      • Default: do nothing
                    • Wait: wait 730 days after {{lead.dcemployeestartdate}}
                      • Choice 1: if "DC employee start date" in past 731 days, send 2 year survey
                      • Default: do nothing

                   

                  I think we may have it this time

                • Re: Automate email on date field
                  Amanda Zoeller

                  I set up my smart campaign to reflect what you suggested and I am getting an error when I go to run the campaign. Any insight into this?

                  Screen Shot 2017-02-28 at 5.40.01 PM.png