Setup welcome email automation rules

Business Benefits

Deliver the correct lead magnet and start your prospect engagement with clear expectations.

Create a spreadsheet with two columns named Lead Magnet and Tags to add the specific lead magnets users request when filling out a form on your site.

List all the ebooks or other materials you use as lead magnets under the Lead Magnet column, along with the corresponding keywords under the Tag column.

For example, if you are using a sales ebook as a lead magnet, you could give it the tag sales-ebook.

Set up a unique hidden value for each requested lead magnet in your lead capture tool.

How you do this is based on the lead capture tool you use. See your product documentation for more information.

For example, if using a Klaviyo form to collect leads, use the Custom Property feature to create a new TEXT field in your list, add it to the form as a hidden value, and set its default value as the lead magnet for that specific form.

Connect your lead capture tool with your CRM, enter a few test leads, and view the tag profiles in your CRM to ensure the tags are saving correctly and being passed as tag values to your email service.

Every time a user fills out the form, the specific tag for the lead magnet should be passed as a tag value to your email list.

Set up lead delivery emails for all your lead magnets, configure automated emails to be sent out to prospects based on the lead magnet tag in their profile, and set up a post-send action to tag prospects with a lead-magnet-sent tag once their email is sent.

See your product documentation for specific instructions on how to configure and send automated emails. In general, however, you’ll want to add a trigger to your automation which will trigger the automated email when users are assigned specific tags.

Decide on whether you want to send the lead magnet immediately or at a scheduled time.

Setting up a post-send action ensures prospects are only emailed their lead magnet once.

Set up a conditional IF split with a Yes and a No path in your CRM automation workflow to separate existing subscribers from new subscribers

Choose the option Not in list (or the equivalent in your CRM) and select your all your existing audience lists.

Configure new prospects to go down the Yes path, and existing subscribers to go down the No path.

Add a New Action in your automation builder, select the Start another automation option (or your tool’s equivalent), and select your welcome automation flow to link it to the Yes path.

Create specific lead nurturing sequences for existing subscribers if you haven’t already, select the End this automation option (or your tool’s equivalent), Start a new automation, and link your lead nurturing workflow sequences to your No path based on user tags.

Navigate to your lead magnet URL and test it using a test email address already subscribed to your list, and one not subscribed to your list to test your welcome automation before going live.

Check for the following for the email address already subscribed to your list:

  • Was the specific lead magnet delivered?
  • Did the contact leave the lead magnet delivery workflow?
  • Was the contact added to the lead nurturing workflow?

Check the following for the email address not already subscribed to your list:

  • Was the specific lead magnet delivered?
  • Was the contact added to the welcome email workflow?

Go live with the automation if all the above tests are successful.

Last edited by @hesh_fekry 2023-11-14T15:25:32Z