How do I setup an automatic email or email drip campaign?


Advanced Edition clients can add emails, define what status or action triggers an email, and build special timing and sending condition rules to create fully customized email drip campaigns. This article provides a walk through on how to do this.

Setting up emails to be automatically sent can be broken down into three steps:

  1. Compose: Add your email template
  2. Trigger: Associate your email with a status or action
  3. Set Conditions: Add sending delays and conditions

Step 1: Compose


On the Administration submenu, select Manage Emails.

Select the Add New Email button on the Mange Emails page. This opens the Add Email Template:

Write your email content, and click Apply to save.

Adding an email here is very much like composing an email in any email client (such Gmail or Outlook). One difference is the ability to use Field Tags. Field Tags act as placeholders that allow lead-specific information to be included in your email copy. For example, the lead's first name can be included in the email salutation by using a Field Tag.


Also see:  How Do Velocify Emails Work?  |  Emails: Using Field Tags


Step 2: Trigger


The event that queues an email to be sent is referred to as a triggerIn Velocify, the trigger is a status change*. In this step the goal is to decide at what stage along your sales process someone should receive a particular email. In other words, what status is this email message related to?


For example, when a lead moves into the Contacted status a "Thank you for speaking with me" email should be queued.


On the Administration submenu, select Manage Status.




On the Manage Status page select the Emails option for the status that should trigger your email.  



The following page allows an email (or emails) to be associated with the status: 


  1. Select the desired email from the Available Email Templates list.
  2. Set Trigger Type to Auto



NOTE: Deciding if certain leads should be excluded from triggering an email, as well as deciding if a queued email is sent immediately or after a delay is addressed in Step 3 - not at this step.


The most common mistake made in setting up automatic email is confusing the Send Condition filters under an email's Delivery/Drip Settings tab with triggers. Adding a Send Condition to an email will not trigger an email. AN EMAIL CAN ONLY BE TRIGGERED BY ASSOCIATING IT WITH A STATUS ON THE MANAGE STATUS PAGE. 






Step 3: Set Conditions

In the previous step an email is triggered (queued to be sent). The options here, in Step 3, determine the following:

  • Send Delays: Should the triggered email be sent immediately, or be sent after a timed delay?
  • Send Conditions: Should the triggered email be sent for some leads only?


Example: When a lead moves into the Contacted status a "Thank you for speaking with me" email should be queued, but it should be sent 1 day after the trigger and only for leads in the Website Campaign.


These settings are particularly helpful when creating drip email campaign, where a series of emails are scheduled to go out over a period of time. 


Example: Three emails are all triggered when a lead moves into the Contacted status. The goal is to have them send in a staggered (drip) fashion over the period of a week, and only send to certain leads.

The Send Delay settings ensure that the sending of the emails is staggered over a week period.

The Send Conditions settings will perform a 'final check' on the lead before the email is sent:

  • Is the lead still in a status where it would make sense for them to receive this email?
  • Is the lead in the 'Website' campaign?



Send Delay and Send Conditions are established within an email on the Delivery/Drip Settings tab.



Details on this tab are available here.

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