B-013. Seasonal Communication

This module automates the process of sending out holiday messages to your contacts based on their country. It includes a country selector tool to customize messages for different countries and sets up workflows to send out holiday emails on the appropriate dates.

How It Works: Surface Level

When the automation fires:

• It identifies the country of the contact and sets the holiday names and dates accordingly.
• It sends holiday emails to contacts based on their country-specific holidays.
• It adds contacts to workflows three days before the holiday to ensure timely delivery despite system limitations.

Detailed Workflow Steps

Country Selection and Initialization (Workflow 1.0):

• Checks the contact’s country.
• If the country is not set, defaults to a specified country.
• Launches workflows to set holiday names and dates based on the contact’s country.

Setting Holiday Names and Dates (Workflows 2.1, 3.1, etc.):

• Triggered when a contact’s country is set or changed.
• Loads holiday names and dates into custom fields for the specified country.
• Prepares for the next instance of each holiday (e.g., New Year’s 2025, Valentine’s Day 2024).

Sending Holiday Messages (Workflow 2.2):

• Triggered by the holiday date custom fields.
• Adds contacts to workflows three days in advance to ensure timely email delivery.
• Sends the appropriate holiday email on the set date.
• Checks and maintains the "holiday contact" tag to ensure ongoing participation.

Tag Routing and Management:

• Aggregates tags used within the module.
• Manages contacts based on tag application, including adding/removing contacts from workflows.
• Ensures smooth integration and operation across different workflows and modules.

Template Customization:

• Each email template corresponds to a specific holiday and custom field number.
• Customize templates with your brand’s messaging, links, and call-to-action elements.
• Ensure the logo and other branding elements are correctly populated in each template.

Custom Fields Management:

• Holiday names and dates are managed as custom fields.
• A country selection field ensures correct categorization and defaulting.
• Facilitates easy addition of new holidays and countries without overwhelming the system.

MIRO Board: Visual Breakdown

How It Works: Deep & Technical Level

Country Selection and Workflow Initialization

• Workflow 1.0: This workflow checks the contact's country. If no country is selected, it defaults to the one set in your account.
• Actions:
  • Identifies if the contact is from the USA, Canada, or another specified country.
  • Launches the appropriate workflow to set the holiday names and dates based on the contact's country.

Setting Holiday Names and Dates

• Workflow 2.1 (USA), 3.1 (Canada), etc.:
  • Trigger: Activates when the contact’s country is set or changed.
  • Actions:
    • Sets custom fields for holiday names and dates (e.g., New Year’s, Valentine’s Day) for the specified country.
    • Ensures the dates are updated correctly each year (e.g., New Year's 2025, Valentine's Day 2024).

Sending Holiday Messages

• Workflow 2.2 (Send Holiday Messages):
  • Trigger: Activates based on the holiday date.
  • Actions:
    • Adds the contact to the workflow three days before the holiday to prepare the email sending process.
    • Checks if the contact still has the "holiday contact" tag to ensure they receive the messages.
    • Sends the appropriate holiday message on the set date.
    • Restarts the process to account for any changes made to the contact’s details or holiday dates.

Tag Routing and Management

• Tag Routing Workflow:
  • Purpose: Manages the addition and removal of tags within the module.
  • Actions:
    • Ensures that if a "holiday contact" tag is removed, the contact is also removed from all associated workflows.
    • Aggregates and routes tags to ensure smooth operation of the module.

Template Customization

• Email Templates:
  • Each holiday email template is pre-numbered to correspond with specific custom fields (e.g., Holiday 1, Holiday 2).
  • Templates need to be customized with specific messages, links, and call-to-action elements based on your branding and requirements.
  • The logo image URL and other custom values are pre-populated to ensure consistency.

Custom Fields Management

• Custom Fields:
  • Holiday names and dates are set as custom fields (e.g., Holiday 1 Name, Holiday 1 Date).
  • A special field for country selection ensures that contacts are correctly categorized and defaulted if no country is specified.
  • Allows for seamless addition of new countries and holidays without overloading the system with too many custom fields.

By understanding the workflow steps and technical details, you can ensure the Seasonal Communication module functions effectively, keeping your contacts engaged with timely and relevant holiday messages.