Drip Workflow Overview

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Topics Discussed in This Article

What is a Workflow System?

The drip campaign is an automated chain of texts emails or follow ups. This can be used to have the system automatically send out messages or schedule follow ups for you to appear 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)

library_create_new_2.png

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

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

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

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)

lead_source_filter.gif

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

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’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. Press the "Resume" button resume.png

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

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"

Allow Other Users to Manage the Drip System

You can allow other users within your system access to the Drip system by changing their permissions within the Accounts System

From there, you will want to change your user's permissions to include the “Drip workflow Manager” role.

Click here for our docs regarding how to change user permissions within the Accounts system.

Set Office Hours for SMS and Emails

To restrict SMS and Emails to go out within certain hours, Login to Drip:

  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. You must configure it to avoid sending SMS or emails during certain hours. Also these office hours are not connected to those in Lead Manager.

If you have any further questions, contact support.

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