Workflow-Drip System Overview

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What is a Workflow-Drip System?

A drip campaign is an automated chain of texts, emails, or follow ups. This feature can be used to automate the delivery of email or SMS messages. You can also use your Workflow-Drip system to automatically schedule follow-ups within the CRM/Lead Manager.

How to Create a Workflow

Create Your Own

1. Go to drip.realgeeks.com

2. Click “Add a Workflow” add_workflow_button.png in the top-right corner

3. On the left side, Enter in the name of your workflow. TIP: This should be a name that let’s you know what occurs in the workflow (ex: Buyer Reengagement, Seller Closing Campaign, No Communication after 1st attempt)

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4. Click “Save” save.png

5. Click the green “Add Step” button add_step.png

6. Select the time range (minutes, hours, days, weeks, etc…) for how long you would like the first step to wait. For example, if you want it to send a message 5 minutes after subscribing to this campaign, set the numerical value to “5” and the time range to “minutes”

7. Select the action, or what type of message to send

8. Press the grey “New” button new.png to craft a custom message

9. After writing up the new message, press “Save” save.png

10. Press “Add Step” add_step.png to introduce another step

11. Select the time range for how long after the 1st step the second action will be taken. For example, if you want a second email to be sent 10 minutes after the first was sent, select “10” in the numerical value field, “Minutes” in the time range and set the action to “Email”

12. Repeat adding steps until you’ve completed your campaign

13. Press “Publish” publish.png

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Using the Campaign Library

1. Go to drip.realgeeks.com

2. Click “Add a Workflow” add_workflow_button.png in the top-right corner

3. Choose the blue “Go to the Library” button

library_create_new.png

4. Click “Preview” preview.png next to the campaign you’d like to preview, and use the “View Details” button to read the message

5. After reviewing the campaigns, press the blue “Use” button use.png to select that campaign

6. Press “Edit” edit.png next to each step you’d like to customize

7. Update the time range for each step. For example, if you want it to send a message 5 minutes after subscribing to this campaign, set the numerical value to “5” and the time range to “minutes”

8. Update each step’s timeframe for how long after the 1st step the second action will be taken. For example, if you want a second email to be sent 10 minutes after the first was sent, select “10” in the numerical value field, “Minutes” in the time range and set the action to “Email”

time_frequency.gif

9. Repeat adding steps until you’ve completed your campaign

10. Press “Publish” publish.png

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Deleting a Step

Press the “X” x.png next to the step that you would like to be removed

Re-ordering a Step

Steps can be re ordered by clicking and holding over the “move” symbol, and dragging the step to the desired location

move_step.gif

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Adding Video Messages to a Workflow

Adding a Video to a Workflow Template

  1. Go to drip.realgeeks.com
  2. Click "Emails" or "SMS" in the top navigation to open either your Email Template Library or your SMS Template Library
  3. Select the template you wish to update or create a new template by clicking "Add an Email" Workflow-_Drip_Add_an_Email_Icon.png or "Add a SMS Template" Workflow-Drip_Add_a_SMS_Template_Icon.png
  4. Select "Videos" Workflow-Drip_Videos_Dropdown.png when updating/creating an email template, or "Insert Video" Workflow-Drip_Insert_Video_Icon.png when updating/creating an SMS template to add a video from your library.
  5. Once you have selected a video, a five second GIF preview will be added to an email step, whereas a link to your video will be added to an SMS step.
  6. Click "Save" save.png to save your changes.

When the GIF preview or video link added above is clicked by a user, they will be taken to a page on your Real Geeks website dedicated to the video message. Once your message has been viewed, the user can quickly continue browsing your website.

Adding a Video to a Workflow Step

  1. Go to drip.realgeeks.com
  2. Open the Workflow you wish to update or select “Add a Workflow” add_workflow_button.png to create a new Workflow
  3. Select "Videos" Workflow-Drip_Videos_Dropdown.png when updating/creating an email template, or "Insert Video" Workflow-Drip_Insert_Video_Icon.png when updating/creating an SMS template to add a video from your library.
  4. Once you have selected a video, a five second GIF preview will be added to an email step, whereas a link to your video will be added to an SMS step.
  5. Click "Save" save.png to save your changes.

When the GIF preview or video link added above is clicked by a user, they will be taken to a page on your Real Geeks website dedicated to the video message. Once your message has been viewed, the user can quickly continue browsing your website.

Click here to learn more about Video Messaging

Please note: Video message recording is only supported by Chrome and Firefox browsers at this time. Recording video messages is not supported by iOS devices or the Safari browser.

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Subscribing a Lead to a Workflow

With Filters (Automatically)

Leads can be added to the CRM and automatically be placed on a particular campaign based on the workflow’s Filters

This can be found by going to drip.realgeeks.com and clicking on the campaign of your choice. Once there you can select which filter you would like these campaigns to

Lead Source

This indicates how a lead came to the CRM. The lead’s source usually indicate what type of lead it will be (buyer, seller, renter, etc…)

To assign specific campaigns to specific sources, click on the source dropdown and choose the sources that you would like covered

This is particularly helpful for assigning leads interested in purchasing a home towards a campaign that is geared towards buyer leads (and vice versa for sellers)

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Assigned Agent

The campaign be subscribed on a per-agent basis, meaning certain agents can have workflows that only trigger when a lead is assigned to them in the CRM

Multiple agents can be assigned to a particular campaign, which allows flexibility for certain agents with certain specialties or to allow agents the ability to have their own custom workflow

assigned_agent_filter.gif

Using the Filters

When using both of the filters, keep in mind that leads will be assigned to the campaign when they match BOTH filter criteria. 

For example:

if you had a campaign that had the "Website Property Search" source selected and "Agent A" selected as the assigned agent, then the system will only deliver the campaign when a lead signs up and receives the "Website Property Search" source and is assigned directly to "Agent A" in the CRM

Manual Assignment

By default, these filters are turned on for ANY SOURCE and ANY AGENT, meaning the lead will be subscribed to this campaign regardless of how they enter the website.

If you'd prefer to have a campaign wait to be subscribed to a lead, unselect the "Any Agent" and "Any Source" option. This gives you the freedom and control to ensure leads are assigned to campaigns when you want them to be

See below how to subscribe a campaign to a lead individually or in bulk: 

Individually

1. Go to your CRM’s lead tab (leads.realgeeks.com/leads)

2. Look for the target lead and click on their name

3. Click the "Workflow" button workflow_button.png in the activity area of the lead's account

4. Click on the dropdown menu and select the campaign you'd like to subscribe to your lead 

5. Click "Add" add.png

This will immediately subscribe the lead to your particular campaign, and will send the first step of the campaign at the specified time that you set

In Bulk

1. Go to your CRM’s lead tab (leads.realgeeks.com/leads)

2. Use the Advanced Search Filters, or select the lead you want to target using the checkboxes located to the far right side of the screen

3. Click “Actions” actions.png

4. Click “Workflow - Drip”

5. Select between “In Current Search” (all leads in your current lead view) or “Currently Checked” (leads that have a checkmark next to them)

6. Select the Campaign to subscribe leads to

7. Click “Next” next.png

8. Review the changes and click "Change Subscription" change_subscription.png

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Automatically Stop Workflow on Communication

Located in the Filters field, this feature will stop any active workflow once a lead responds to any one of your emails or text messages

stop_on_communication.png

This helps you maintain a "natural" feeling campaign that will stop any further messages from being sent and gives you an opportunity to continue the conversation yourself

The campaign can later be resumed by: 

1. Go to your CRM Leads Tab (leads.realgeeks.com/leads)

2. Look for the target lead and click on their name

3. Click the "Workflow" button workflow_button.png in the activity area of the lead's detail page

4. Press the "Resume" button resume.png

The campaign will continue from the last message the campaign paused on

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Removing a Lead From a Campaign

Individually

1. Go to your CRM’s lead tab (leads.realgeeks.com/leads)

2. Look for the target lead and click on their name

3. Click the "Workflow" button workflow_button.png in the activity area of the lead's account

4. select the Grey "Remove" button remove.png

In Bulk

1. Go to your CRM’s lead tab (leads.realgeeks.com/leads)

2. Use the Advanced Search Filters, or select the lead you want to target using the checkboxes located to the far right side of the screen

3. Click “Actions” actions.png

4. Click “Workflow - Drip”

5. Select between “In Current Search” (all leads in your current lead view) or “Currently Checked” (leads that have a checkmark next to them)

bulk_workflow-min.gif

6. Select the "Unsubscribe" option

7. Click "Next" next.png

8. Review the changes and click "Change Subscription"

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Allow Other Users to Manage the Drip System

Head over to accounts.realgeeks.com to add or edit users on your account and give them access to the Drip system.

From here, you will update the user's permissions to include the “Drip workflow Manager” role.

Click here for our more information on updating user permissions within Accounts.

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Set Office Hours for SMS and Emails

Configure Office Hours to avoid sending SMS messages or emails during certain hours:

    1. Go to drip.realgeeks.com and Click on the Settings button
    2. Check 'Restrict Delivery to Office Hours'
    3. Under 'Restrict delivery of these services to office hours', check the services you wish to restrict to office hours
    4. Select your time zone
    5. Check the box for the weekdays you are open.
    6. Select the start and end time
    7. Click 'Save Settings'

Important: By default, Office Hours are off. These Office Hours are exclusive to your Workflow-Drip campaigns and will not affect Office Hour settings in your CRM/Lead Manager.

If you have any further questions, contact support.

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You're Almost There!” Error Message

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This error means that you have not launched your website using the Real Geeks name servers. The drip system will not work until these records are in place. For more information adding Real Geeks name servers, please click here.

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