This article is a step-by-step guide on how to develop an automation to notify your clients that their Fixed Rate is due to come to an end, whilst also notifying members of your team to follow up and book an appointment.

1.

Navigate to Automations in Active Campaign
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2.

Click the orange Create an automation button in the top right-hand corner.

3.

Click Start from Scratch and then Continue.

4.

You will now see a screen asking you to select your 'trigger' for the automation.

Whilst there are many to choose from, in this instance you need to select the Date Based trigger, then Continue.

The 'trigger' is the event that starts your automation.

5.

Now you need to define your trigger further.

A. In this instance, we want to send an email to our clients 30 days before a fixed rate expiry date, however, this can be tweaked according to your preferences (i.e. send the first email 60 days before the end of the fixed rate, for example).

Ensure you have selected the fields as per the below image.

B. The 'Check' section is basically showing how often Digital Marketing Hub will check all of your contact records in Active Campaign to see if they meet the criteria you set out above. If they do, the email will be sent.

C. Ensure you 'run' the campaign when the year, month and day match the conditions so the email doesn't run on the same day every year during a 3 year fixed rate!

Use the Advanced section to segment and target contacts who meet the conditions set.

D. In this example, we are targeting Primary Applicants or Applicants of the loan only.

E. And its loan status should be "Settled".

Once your action options are set, click Add Start.

Note: If your automation is based on information from an 'Opportunity', then we recommend you create three triggers to capture each of the 3 opportunities. In this case, you could create three starting triggers for expiring fixed rates occurring in opportunity 1, opportunity 2 and opportunity 3 - see step 14 to see what this looks like.

6.

Digital Marketing Hub will immediately ask you what you want to happen when the trigger conditions are met from step 5.

In this instance, we want to send an email to our clients to begin with - click Send email.

NOTE: SMS functionality is not yet supported by Connective. There are third-party plug-in options available if you wish to manage this independently.

7.

Click create an email on the pop-up box.
Then, name your email with a relevant name. Your contacts will not see the name of the email, it just needs to be something relevant to you e.g. Fixed Rate Expiry 1.

8.

Select the type of your email template and click on Continue.

In this example, we are using a template built in the Classic Designer.

Select your email template by hovering over the template you require and clicking Select.

You will get the opportunity to make amends to the email content, we recommend using the 'Fixed Interest Expiry' template (Premium subscribers) and editing the copy to suit your needs.

9.

At this next step, you need to add in the person who the email will come from - the default name will appear here, or you can use the personalisation icon to choose who the email will come from. If you want to choose the Relationship Manager choose BrokerNameor BrokerPreferredFullName. Then choose the email address the email is coming from. Choose the BrokerEmail to use the Relationship Manager email, otherwise, the email will be sent from the default Relationship Manager.

Also, add in a subject line of your choice, ideally something which will grab the attention of your client. You can personalise the subject line using the personalisation icon highlighted, select the fields you wish to include and click save, they will then appear in the subject line.

Then click Continue.

10.

Your template will appear in the browser. Edit the template how you wish including text, images, formatting and more.

To edit any of the content, simply hover over the section (known as a 'content block'), which will be framed with a black border, it will then give you an editing menu.

Remember to use the Personalize button on the text formatting menu to add in personalisation tags such as Dear 'first name'.
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For help with editing any email template, refer to this article: Edit your email campaign
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11.

Once you are happy with the email content, click Next in the top right-hand corner. You will be taken to a campaign summary page. Check all of the details are correct.

At this point, you will have the opportunity to preview your email and send yourself a test email (highly recommended!). To do this click on Desktop Preview and/or enter your email address and click Send Test. Check you are happy with your email on the test/preview and if not, click 'Previous' in the top left to go and edit the email. Once you are happy with the email click Finish in the top right to add this email to your automation.

12.

You should now be able to see your email in your automation map.

At this point, you should also add a Notification to your team that the Fixed Rate is coming to end. To do this, click on the + icon underneath your email in the automation map and select the Send a notification email under Sending Options.

13.

Add in the details of who you want to notify and what you are notifying them about. Use the personalisation tags to pull in the variable data from each of your contacts, as per the below.

If you pull through the broker email in the 'send to' box, it will pull through the relationship manager email address. Use the 'Personalize message' to pull through variable details of the clients and the fixed rate that is about to expire to avoid having to go into Mercury to check the details, the information will be in your inbox. Once you have added in all of the details, click OK and the notification will be added to your automation map.

14.

Your automation workflow should now look like this:

15.

At this point, it is a good idea to wait for a period of time before any other actions occur.

To do this, click on the + icon underneath the notification. Click on Conditions and Workflow and then Wait. Enter the amount of time you want to wait for before any other actions occur. In this instance, we are going to wait for 3 days.

16.

After the waiting period, you might want to split the automation to send an email if the broker has opened the email or not. To do this, click on the + icon in the workflow and then use the If/Else action under conditions and workflow (see image above).

Digital Marketing Hub will ask you how you want to split the automation. In the Select a condition box, click on Actions and then Has opened and the name of the first email in your automation, in this example, 'Fixed Rate Expiry'. This will now split your automation, so you need to decide what happens to both streams of the automation. The streams being, those who did open the first email, and those who did not.

17.

In this example, we have decided to send another email notification to the broker assigned to the contact who opened and did not open the fixed rate reminder email.

After both of these actions, we have added End automation for each stream.

NOTES