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 is a feature that allows you to automate your go-to-market (GTM) strategy, leveraging data and insights from RollWorks across your connected systems with a built-in orchestration tool that brings your GTM tech stack together.

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

A RollWorks Workflow is an automated sequence of steps defined in RollWorks 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.

Who can access

Access to Workflows depends on your RollWorks subscription package:

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

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

Trigger types available

RollWorks Workflows can be triggered using your existing Enhanced Contact Lists. When a contact in your CRM meets the criteria to be added to your selected Enhanced Contact List, this event will be used as your trigger to fire a workflow.

Enhanced Contact Lists allow you to join account-level and contact-level data from a variety of sources to create dynamic contact lists. Click here to see all available filters to create Enhanced Contact Lists.

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

The  following data can be used as filters to determine your custom trigger criteria:

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

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 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.

Where can I find the most common Workflow use cases implemented by other customers?

Go to our Workflow Template Library to find different Workflow templates based on best practices.

Can my teammates access Workflows?

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

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

How quickly will contacts be processed by workflows?

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

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

Yes, RollWorks offers a 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.

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:

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.

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.