This article is a step-by-step guide on how to develop an automation to send an email to check-in with your clients 2 years after their loan has settled, whilst also notifying members of your team to follow up and book an appointment.

1.

Navigate to Automations in Active Campaign
​

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 2 years after the settlement date.

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.

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 settled loans 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. '2 year post settlement email automation'.

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 '2 Years Post Settlement - 2022' 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'.
​

For help with editing any email template, refer to this article: Edit your email campaign
​

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

Let's add a wait time to make sure that the email was successfully sent before sending a notification to your team.

Click on the + icon underneath your email in the automation map and go to the "Conditions and Workflow" tab on the left and select "Wait".

Select the option "Wait until specific conditions are met"

Select "Has been sent" for the condition in the first field, and then add the name of the email in your automation in the second field. Click on "Save"

Then set the time limit to 15 minutes.

13.

Then, let's add the IF/ELSE condition to check if the email was sent to the client. We are doing this because all contact that meets the trigger condition will enter the automation. However, the email will not be sent to them. So to ensure that we will only send the Notification to your team when the email has susccessfull been sent, we will have to filter these contacts.

To add the IF/ELSE condition, please click on the + icon underneath your Wait action in the automation map and go to the "Conditions and Workflow" tab on the left menu and select "If/Else".

Select "Has been sent" for the condition in the first field, and then add the name of the email in your automation in the second field. Click on "Save"

14.

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 Home Loan Health Check email was sent to the contact. To do this, click on the + icon underneath your email in the automation map and select the Send a notification email under Sending Options.

15.

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 settled loan details 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.

After adding the email notification action, we have added End automation for each stream.

16.

Your automation workflow should now look like this:

NOTES