Introduction to RollWorks Workflows

What are RollWorks Workflows

Watch this 3-minute overview of RollWorks Workflows and the four most common use cases.

RollWorks Workflows automates your go-to-market (GTM) strategy by integrating data and insights from the platform across connected systems, using a built-in orchestration tool to unify your GTM tech stack.

Personalize and coordinate engagement across channels

Leverage RollWorks signals for more targeted, personalized, and coordinated marketing and sales outreach across channels beyond advertising. Launch email campaigns with HubSpot or Marketo directly, or trigger engagement in other channels via updates to CRM with the Workflows orchestration tool.

Put data right where you need it
Every team’s tech stack is different - that’s why Workflows provides you the flexibility to work the way you want to work. Automatically update a contact or lead record in Salesforce, or add contacts or leads to Salesforce campaigns.
Alert your Sellers and internal teams about hot contacts
Utilize RollWorks’ deanonymization capabilities for engaging contacts on your website or with your ads to share these Hot Contacts with your sales team in an automated way by connecting into your CRM or Marketing Automation system.

 

More detailed guidance can be found in the RollWorks’ Workflows Template Library article.

A RollWorks Workflow is an automated sequence of steps defined in the platform that takes action on contacts across external platforms. You can use this orchestration tool to configure workflows based on two elements:

  1. A Trigger: a set of criteria that defines the conditions when a workflow executes.
  2. An Action: Operations that can be performed on the contacts that enter a workflow.

unnamed (25).png

Who can access

Access to Workflows depends on your subscription package:

Your Package Workflows
Account Based Advertising Not included
Account Based Marketing + Advertising Included
Account Based Marketing Included
Starter (Legacy) Included
Standard (Legacy) Included
Professional (Legacy) Included
Ultimate (Legacy) Included
Free Tier Not included

In addition to an eligible package you may need the following:

Use Case You will need
Launch a Hubspot Workflow based on RollWorks triggers A HubSpot plan that supports Workflows (Professional or higher), and HubSpot integrated with the platform- needed to define your action.
Launch Marketo Action based on RollWorks triggers

Marketo Integrated with the platform- needed to define your action.

Salesforce or HubSpot Integrated with the platform- needed to define your Contact List trigger.

Launch Salesforce actions based on RollWorks triggers

Salesforce integrated with the platform- needed to define your action.

Acquire contacts that don't exist in your CRM

Salesforce or HubSpot integrated with the platform - needed to create new Contacts/Lead records in your CRM

To find your current package, log in to your account and navigate to Settings > Billing > Plans & Usage.

 

Use Cases

Visit our Workflow Template Library for a list ready-to-use Workflow templates based on best practices and most common use cases.

 

Triggers supported

RollWorks Workflows are triggered when a contact enters an Enhanced Contact List. An Enhanced Contact List is a list of contacts and leads from your CRM generated by joining account-level and contact-level data from multiple sources.

The most common use case to create an Enhanced Contact List, are finding in-CRM contacts that are engaging with your ads or website using ad click and page view filters. Other use cases are finding in-CRM contacts at Accounts that are researching your competitors, or your product using Keyword Intent or Bombora Company Surge filters.

If you already have a defined Enhanced Contact list you want to use, you can select it under Create Workflows > Trigger > List Membership.

Screenshot 2023-10-26 at 7.51.30 PM.png

 

If you do not have an existing Enhanced Contact List ready, select Custom Criteria, and follow the prompts to enter your desired filter logic to trigger your Workflow. 

Screenshot 2023-10-26 at 7.52.59 PM.png

To create your Trigger criteria you can choose from these data sources available to build Enhanced Contact Lists.

 

Actions supported

When a RollWorks Workflow is triggered, you will be able to perform the following contact actions:

  1. In Salesforce:
    • Add Contact/Lead to a Salesforce Campaign
    • Update Contact/Lead Record
    • Click here to learn more
  2. In HubSpot:
    • Enroll a contact to a HubSpot Workflow
    • Update a HubSpot Contact Field
    • Click here to learn
  3. Marketo:
    • Add Contact to a Smart List
    • Add Contact to a Smart Campaign
    • Click here to learn more

Additionally you can perform other actions with other platforms their respective Salesforce/HubSpot integration:

  1. Outreach
    • Add Contacts to a Sequence
    • Create a Task with Contact
  2. Salesloft
    • Add Contact to a Cadence
    • Create a Task with Contact
  3. Slack
    • Send Message about Contact
  4. Notifications via Email
    • Send Email about Contact
  5. Webhooks
    • Send Contact data to an external platform

 

RollWorks Workflows FAQ

Can I Save a Workflow Draft?

Yes, learn more here.

 

Is there a minimum amount of contacts required to trigger a workflow?

No. An Enhanced Contact List of any size can be used as your trigger for a workflow, regardless if it has 5 or 500 contacts.

 

How quickly will contacts be processed by workflows?

Workflows run every 6 hours and can process up to 5,000 contacts per run.

 

How many Workflows can I create?

Currently you can create up to 30 Workflows in RollWorks. If you need to expand this limit please reach out to support@rollworks.com.

 

Can the same contact qualify for the same workflow more than once?

Yes, we offer customization in the Settings of launching a Workflow where you can configure whether a contact cannot re-enter the Workflow in the future or is eligible to re-enter the same Workflow within a specific number of days if a contact qualifies.

unnamed (26).png

Can the same contact qualify for different workflows simultaneously?

Yes.


Can I use the same contact list as the trigger for multiple workflows?

Yes.

 

How can I see which contacts have been enrolled in a workflow, and the logs of any actions applied to them?

You can see the last 30 days of these events by downloading the 30-day report.

From the Workflows list view, you can turn individual workflows on or off, as well as edit or delete individual workflows:

If you hover over the View Log link under the Total Enrolled column, you can see how many contacts were enrolled in the workflow since its creation. You can also download a CSV file that contains a detailed log of all contacts that qualified for the trigger criteria over the last 30 days, whether the contacts successfully enrolled in the workflow or not, as well as any relevant error messages by clicking the Download 30-day Report link.

This report can be useful for troubleshooting purposes in conjunction with audit log functionality in destination platforms.

 

How can I see the last time a contact was enrolled in any workflow?

Workflows section includes a column that will provide you with the information on when the last finished run took place and how many contacts were enrolled.

 

Can we update the Workflow Settings once the Workflow is launched?

Yes, you can edit the Workflow, and update the existing triggers once launched. You may also update the Enrollment Schedule for your Workflow by going to the Settings tab within your Workflow. 

 

How to exclude your employees or competitors from workflows?

Depending on the type of Workflow you can choose from the options below:

Screenshot 2024-11-12 at 7.08.58 PM.png

For Workflows to act on existing CRM contacts, add a filter to your Trigger criteria using Company Attributes Domain [not equal to] the list of domains you wish to exclude.Screenshot 2024-11-12 at 7.05.55 PM.png

For Workflows to acquire new contacts/accounts, use General Exclusions Smart filters or upload a CSV file with a list of domains you wish to exclude.

Screenshot 2024-11-12 at 7.13.09 PM.png

 

Can my teammates access Workflows?

Workflows are shared between all account users in your instance - there are no private workflows.

Click here to learn how to add and manage your users.

 

Was this article helpful?
1 out of 1 found this helpful

Articles in this section

Chat with an agent
Mon - Fri 10am - 6pm EST
Send a support email
Mon - Fri 10am - 6pm EST